HOA
Board Meeting Schedule | Minutes 2024 The Villages at Sleepy Hollow Homeowner's Association, Inc.
Board Of Directors HOA Meeting Schedule
March 4, 2024
● Annual
Meeting ** LOCATION and TIME CHANGE FOR MARCH MEETING **
Registration
6:30 – 7:00 p.m.
Meeting 7:00 p.m. – 8:00 p.m. Cross Pointe Church of the Nazarene, 27665 Nanticoke Rd, Salisbury [Posted 16-February 2024]
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May 6, 2024
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July
8, 2024
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October 7,
2024 l Budget
Meeting
Approval
of 2025 Budget
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Effective May 6, 2024, all meetings
commence at 7:00 p.m. and are held at:
Cross Pointe
Church of the Nazarene 27765
Nanticoke Road
Salisbury, MD
21801 All members of the
community are encouraged to attend.
Board of Director's HOA Meeting Minutes
2024
Board of Director’s Meeting Minutes The Villages at Sleepy Hollow Homeowner’s Association, Inc. July 8, 2024 Meeting Location: Cross Pointe Church of the Nazarene, 27765 Nanticoke Road, Salisbury, MD
Statement from Robert’s
Rule of Order:
In the absence of a President (Chair) or Vice President
(Co-Chair), Roberts Rules of Order states that a quorum of Board members can
appoint another individual to facilitate the meeting. A motion by William Jackson, seconded by Wendy Bailey, to appoint
Karon Dennis to facilitate the board meeting was unanimously approved. The meeting was called to
order by Karon, at 7:01 p.m.
Audio Recording
Disclaimer: Karon announced to the board
that the meeting would be recorded for the purposes of creating minutes and the
recording would be deleted once the minutes are distributed. Directors in Attendance:
Wendy
Bailey (Treasurer), Karon Dennis (Secretary), William Jackson (Member
At-Large), Cathy Jennings (Non-Age Restricted), and Joyce Lewis (Member
At-Large). Absent was Sue Revelle (Member
At-Large).
· Quorum present? Yes
Welcome
Homeowners in Attendance:
Pat Santoni, Evan Lane, Judi
Jones, Wanda Harmon, Belinda Smith. [5 Members present]. Karon read the
guidelines for the Homeowner’s Forum which follows New Business on the Agenda. Vice
President’s Report:
· Architecture
Review Board (ARB) Requests: Since
our last Board of Director’s meeting (May 6, 2024), Cathy reported on
the four (4) ARB requests submitted, reviewed, and approved.
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Description
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1.
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· Enclose base of front and side porches
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2.
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· Enlarge garden bed
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3.
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· Install white vinyl handrail on back steps
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--
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· Replacement of garage door (same door)
o No approval required
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4.
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· Install white vinyl decorative fence
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· Other Issues: Cathy reported that there was
one (1) non-compliance issue where advanced approval was not requested for a
cement patio extension from a sunroom. A verbal notification and a letter were sent
to the respective homeowner.
Secretary’s Report:
· Board of
Director’s Meeting Minutes: The May 6, 2024 minutes were
distributed to homeowners via email on May 23rd and posted on the
website. Cathy made a motion, seconded by
William, to approve the Draft of the minutes, as written. Motion carried
unanimously.
· Record of
Executive Session: Since our last Board meeting
the Board went into Executive Session to address issues in accordance with the
Maryland HOA Act permitting a closed meeting. A summary follows:
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Date of Action
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Date of Conclusion
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Topic
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Description
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1.
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05/13/24
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05/15/24
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· Beautification Project for Front Entrance
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Purpose of Session:
To review the final bid to
redesign the landscaping at the front entrance median at Sleepy Hollow
submitted by Walkers Creative Lawn LLC. At the May 6th meeting, the board agreed to move forward
with the project. The contractor
submitted an additional bid (Option #2) for design work on beds #4 and #5.
The Board acted by written
consent to approve the original bid only (Option #1).
Recorded votes cast: 4
votes for Option #1 only and 2 votes for combined Option #1 and #2.
Wendy motioned and Cathy seconded to approve the Record of Executive
Session minutes. The motion was carried unanimously.
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Treasurer’s Report:
· Monthly
Financial Report: Wendy provided the
board copies of the Balance Sheet, and brokerage statement as of June 30, 2024. She reported that a notice was received from
Linkbank that a $5 monthly fee would be charged if we did not pull our bank statement
electronically. Wendy called to inform the bank that we did not have on-line
access because the Bank of Delmarva would not permit it since we require two
signatures on our account. Linkbank
could not waive the fee but did update our account to allow for on-line
retrieval of our bank statements. All other processes remain unchanged, e.g.,
no on-line bill payment.
· Delinquency Report: We still have the home in foreclosure in the Age Restricted area. One
Non-Age Restricted property that was turned over to Bay Area worked out a
payment plan to have their fees paid prior to the mid-August court date. If the
fee is not paid, Bay Area will secure a summary judgement. The HOA will get
reimbursed for all the legal fees.
· 2025 Budget: Wendy provided the board with a copy of the
2024 budget and had asked in advance if anyone had anything they wished to be
considered for 2025 to share at the meeting. She will begin working on next
year’s budget since it must be sent to homeowners 30 days prior to its
approval. In reviewing the 2024 budget, Wendy highlighted the Total General
Expenses of $74,009 minus Anticipated Interest Earned of $8,174. She reported
that our investment income as of end of June 2024 is $7,616.51. As certificates
matured, we were able to rollover at the same high rate we have been getting – currently
averaging around 5.18%. When preparing the 2025 budget the investment income
will once again be used to reduce our general expenses which in turn lowers the
annual HOA fee. Expenses that were identified included a QuickBooks upgrade; increased
printing costs (Staples printing of HOA books previously done by Wendy);
postage stamp increase; painting of Clocktower door. William announced he would
be happy to paint the door in the fall.
· HOA Telephone Reassignment: Wendy has been responsible for the HOA phone for a
couple of years and will be relinquishing that task. Not a physical phone, but a phone service –
call a number, enter a numeric password, and retrieve any messages. Joyce
willingly accepted the responsibility moving forward. Wendy will work with
Joyce on the transition.
Committee Reports:
·
Welcome Committee: In the absence of
Chairperson, Sue Revelle, committee member Cathy Jennings reported that there
were two (2) new residents welcomed since the last meeting with a heads-up that
more are forthcoming.
·
Front Entrance Beautification Project: Beautification
Committee Members William and Joyce reported that the consensus is that the
project turned out very well. There are
some bushes that were transplanted that have died. Joyce reached out to the contractor who would
come out to inspect the median and provide her with his opinion. Wendy
indicated that the contract carried a one-year warranty on the plants but did
not expect that the plantings that were saved and reused would be under that
warranty. Because of the current conditions, we would not want to have work
done until the fall. Some discussion
followed about using mums for that time of year. Wendy reported we have received telephone
calls and messages from homeowners about how lovely the entrance is. It was also noted that a homeowner present at
the meeting expressed her pleasure and the beauty of the new front entrance prior
to the start of the meeting.
o
Action Item: William stated he and Joyce would
look at the median again in the fall to identify the plants that did not
survive and make recommendations on areas that may appear void of foliage.
Unfinished Business:
·
Stormwater Management System (Pond #2) – Van Tassel and Bell Creek: Karon reported that the
proposal from Morris Landworks was incomplete and would not be presented to the
board for consideration. She has reached
out to TK Construction who was the contractor hired to work on the stormwater
management system (Pond #1) on Tarry Town Rd and Bell Creek Dr back in 2017.
They are on The City of Salisbury’s list of approved contractors. After much discussion, it was recommended
that we have the contractor look at all the stormwater management systems.
o Action Item: Karon will add to the scope of work for Pond #2 to
have the contractor inspect all the ponds.
New Business:
Clocktower
Maintenance: As a matter of record and
for the 2025 Budget analysis, it was reported that the last repairs to the
clocktower door was year-end 2017. As a
result of water intrusion, repairs included fiberglass composite door/frame
were sealed, hinges and locksets were replaced, and the door/door frame was
painted at a cost of $350.
Sleepy
Hollow Website Outage: Karon provided an update on the
website outage that occurred on Saturday, July 6th until 3pm Sunday,
July 7th. Contact was made
with Charity Advantage, host for the website, who reported that their “team
made some work to our server.” In
the past there was a notice sent as a courtesy to their users in advance of the
maintenance so that we could notify our community they would not have access
during the maintenance period. Charity’s response follows: “We apologize,
but we were not able to provide any notice in advance this time due to
unforeseen circumstances. We understand
the importance of notifying users ahead of maintenance and will make every
effort to ensure this courtesy is provided in the future.” Karon reported that sometimes there is a
delay when opening the website. The
browser may show a spinning wheel/circle for approximately 20 seconds before
loading the page. We recognize this can
be frustrating while the website is processing the request or retrieving data.
Open Discussion: Homeowner’s Concerns/Comments:
A homeowner informed the board that the weeping willow
tree in the common area behind his home appears to be dead (left side of Van
Tassel – Pond #3). Karon will ask our lawn
contractor to inspect the tree to determine its condition.
A homeowner wanted to share his concerns about the
stormwater management system algae and growth (Pond #1 – Tarry Town and Bell
Creek). Members of the board remarked about the algae
being prevalent when there was lack of rain and highlighted that a joint effort
would be made to have all the systems/ponds examined when the on-site
inspection is scheduled for Pond #2.
Several homeowners had questions about outstanding
irrigation issues they had reported. A status
was provided on a couple based on a control log that was being kept.
Conversations led to the age of the irrigation system and the service required
to maintain its components. It requires an investment in time and money to
maintain a beautiful property. During the recent drought there were many
reported issues to check individual properties because their grass was brown. We
depend on the irrigation technician to provide recommendations to keep the
grounds maintained depending on climate conditions. It was noted that the
system was not designed for a golf course community.
Another homeowner complimented the board on the new
entrance and how much she enjoys the flags. The flags are put out by
the Welcome Committee. My
neighbor was on the Welcome Committee and stepped down. Do you have someone to
take her place? If not, I would like to volunteer to replace her. Cathy will share this
information with the Chairperson, Sue, who will reach out to the homeowner.
o My
neighbor was looking for suggestions on how to dispose of moving boxes. Suggestions followed. (1) Put out with recycle bin. Boxes must be broken down; (2) Log on to
NextDoor and put a post out that you have boxes available; (3) The U-Haul store
(past
Vernon Powell Shoes going towards Route13) will accept flattened boxes. When people are moving and cannot afford the
boxes, they give them the used boxes.
o The Willow
Tree behind my house is beautiful, but it is huge. The branches are heavy and
strike the mowers when cutting grass. It
needs to be trimmed. The trees in the common area
are trimmed annually, usually in the fall.
o There is a
tree on the front of my property that is mulched. Is that your (HOA) tree? Is the tree next to your house? No, it is
next to the street. It may be a “street tree.” The
HOA would mulch and raise its canopy only. Karon to review the community plat and get a response to the homeowner.
o Does the
ground crew bag grass every week? Not all the
time; sometimes it is collected and some weeks it is not.
· There being no further questions or concerns, the
meeting was adjourned at 8:07 p.m.
· The next Board of Director’s meeting is scheduled for October 7, 2024.
Minutes submitted by Secretary, Karon Dennis – “DRAFT” watermark denotes Unapproved
Meeting Minutes
Board of Director’s Meeting Minutes The Villages at Sleepy Hollow Homeowner’s Association, Inc. May 6, 2024 Meeting Location: Cross Pointe Church of the Nazarene, 27765 Nanticoke Road, Salisbury, MD
Statement from Robert’s
Rule of Order:In the absence of a President (Chair) or Vice President
(Co-Chair), Roberts Rules of Order states that a quorum of Board members can
appoint another individual to facilitate the meeting. A motion by William Jackson, seconded by Wendy Bailey, to appoint
Karon Dennis to facilitate the board meeting was unanimously approved.
The meeting was called to
order by Karon, at 7:01 p.m.
Audio Recording
Disclaimer: Karon announced to the board
that the meeting would be recorded for the purposes of creating minutes and the
recording would be deleted once the minutes are distributed.
Directors in Attendance: Wendy
Bailey (Treasurer), Karon Dennis (Secretary), William Jackson (Member
At-Large), Cathy Jennings (Non-Age Restricted), Joyce Lewis (Member
At-Large) and Sue Revelle (Member
At-Large).
· Quorum present? Yes
Welcome Homeowners in Attendance: William Brophy, Cheryl
Brophy, Judi Jones, Mark Tyler, Tim Harig, Julie Cain, Rejane Jackson and Keith
Bounds. [8 Members present]. Karon read the guidelines for the Homeowner’s
Forum which follows New Business on the Agenda.
Vice
President’s Report:
· Architecture
Review Board (ARB) Requests: Since
our last Board of Director’s meeting (October 9, 2023), Cathy reported
on the four (4) ARB requests submitted, reviewed, and approved.
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Date Submitted
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Date Approved
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Location
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Description
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1.
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03-04-24
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03-06-24
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5967 Tappan Ln
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· Bury downspout flexible extenders
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2.
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03-22-24
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03-24-24
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5956 Tappan Ln
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· Install five (5) planter boxes
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3.
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04-11-24
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04-15-24
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28057 Cross Creek Dr
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· Install front porch railing
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4.
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04-25-24
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05-03-24
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28140 Cross Creek Dr
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· Removal & temporary storage of solar panels
· Installation of new roof shingles
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· Other Issues: Cathy reported that there
were three (3) non-compliance issues where advanced approval was not
requested. Issues included (1) installation
of a line of evergreen trees, (2) unfinished planting(s) dig / outdoor property
maintenance, and (3) a sign placed on common area grounds. Letters were sent to the respective
homeowner(s). Cathy to follow up on
outstanding matters.
Secretary’s Report:
· Board of
Director’s Meeting Minutes: The March 4, 2024 minutes were
distributed to homeowners via electronic mail on April 16th and
posted on the website. Sue made a motion,
seconded by Wendy, to approve the Draft of the minutes, as written. Motion
carried unanimously.
Treasurer’s Report:
· Delinquency Report: Wendy reported that as of April 30th there are three (3)
properties delinquent in paying their 2024 HOA fee; two (2) in the Non-Age
Restricted area and one (1) in the Age Restricted area (home in foreclosure).
· Monthly
Financial Report: Wendy provided the board with copies of the
Balance Sheet, Profit & Loss statement, and brokerage statement as of April
30, 2024.
· Brokerage Statement: Wendy brought to the board’s attention that the
account statement from Financial Northwestern Securities (FNC) reflects Accrued
Interest as of April 30th at $1,251.58. With concurrence from the
HOA’s audit firm, she is working to change our accounting procedures to an Accrual
Basis so that accrued interest income can be reflected on our monthly financial
reports and recognized as income. During
the discussion Wendy also noted that dividend income (money market) and
interest income (bond) earned in April totaled $802.01.
Committee Reports:
·
Welcome Committee: Sue reported we have had two
(2) new residents since the first of the year (not including the recent
settlement on Cross Creek). Recently she and committee member Felicia Cosby
went to the Wicomico County Convention & Tourism Bureau Welcome Center on
North Salisbury Boulevard to source new materials for the HOA welcome bag. She also
stated that Ms. Barbara Powell would be exiting the group and extended
gratitude on behalf of the committee for her volunteerism in welcoming
residents into the community. Sue also acknowledged those committee members
present, Cathy Jennings and Judi Jones, and thanked them for their continued
support.
·
Front Entrance Beautification Project: Beautification
Committee Members William and Joyce handed out a proposal and photos
identifying the five different beds located in the front median. The estimate
includes the removal of all 36 “woody” bushes (inkberry) and describes
the work to be done in each individual bed. Existing thriving material will remain
(boxwood; Japanese holly; nandina, liriopes, azaleas). New planting
materials include gold mop cypress, nandina obsession, variegated hostas,
cryptomeria, purple salvia, black-eyed susan, blue fescue, tiger lilies and
annuals of color. Additional changes to the front and the back left bed driving
out of the community to include the placement of Riverstone in a decorative
fashion. It was the recommendation of the committee to perform the upgrade as
opposed to making improvements in stages. Also, completing this project would
benefit all the homeowners; maintaining the entrance is money well spent and
helps to increase the property values of the homes in the community. Wendy
provided a cash analysis report after which it was agreed that the improvements
could be paid for through the operating fund. After much discussion, William
recommended and Sue seconded that we move forward with the proposal for Walkers
Creative Lawn to redo the front beds with the condition that we would (a) get a
corrected version of the bid less the costs for annuals under the sign and the pre-emergent
treatment, (b) acquire the terms of payment and project start date; (c) costs
to be covered under operating fund. Upon receipt of the revised bid, we will
open an Executive Session in compliance with Maryland law to officially record
the decision to approve and move forward with the project. Wendy acknowledged
and thanked William and Joyce for their work and meeting with the contractor to
secure the improved design.
· Tree Trimming – Storm Water
Management (Pond #4) Update: Wendy reported
that an email was sent out that the trees would be trimmed surrounding the pond
adjacent to Pemberton Drive followed by another message that the trimming was
delayed because of nesting birds. Wendy
contacted the Department of Natural Resources (DNR) to find out when the
nesting season end, The DNR contact
provided the stages of nesting for birds in this area and stated that we would
be good at the end of June, noting too that after they fledge, the birds do not
go back and tear their nest apart. However, we must bear in mind the Migratory
Bird Treaty Act of 1918 (last updated in 2020) prohibiting the killing, capturing, selling, trading,
and transporting birds that are covered. Wendy contacted Keith D’Armi (D’Armi Tree
Service) who said the native willows are hardy, well-established trees/bushes and
could be cut in late June.
Unfinished Business:
New Business:
Proposal
– Fallen Tree Limb: The board reviewed the proposal by Delmarva Lawn Care to remove and
dispose of the fallen Leyland Cypress tree limb behind 5911 Tappan Lane near
the DP&L substation at a cost of $200. A motion to approve the limb removal
was made by Cathy, seconded by Joyce. There being no further questions the
motion was approved unanimously.
Swale
Grounds between 28092 and 28104 Van Tassel Way: William inspected and
provided a report on the swale after the storms in early April. Karon contacted Shorescapes who had worked on
our community swales in the past, however, the owner has retired, and his
business is closed. Another contractor
referral was Paul’s Landworks & Construction, who has been in business
since 2017. Their services include
excavation, retention ponds, forestry mulching, and general land
management. Mr. Paul Morris examined the
property on April 19th and provided his opinion; the issue arose due
to the amount of rain we had in a short period of time (11 inches); the
grounds did dry up quickly. His recommendation was that we continue to monitor the
grounds and if there is a problem to address it at that time.
Proposal
– Storm Water Management System (Pond #2) behind Van Tassel and Bell
Creek: Karon presented the board
with the proposal from Paul’s Landworks & Construction for work on Pond
#2. A decision on this work was tabled to
allow for getting clearer details on the proposed scope of work. Once received,
an Executive Session will be opened prior to the next board meeting (July)
to review and decide on whether to accept the updated proposal.
Open Discussion: Homeowner’s Concerns/Comments:
A homeowner extended a “thanks” for getting the swath
of grass cut left unfinished because of the sign that was placed in the common
area just off Sleepy Hollow Circle. Request was also made that we remind
Delmarva Lawn Care to cut to the corner of the property, which often is not done. Cathy acknowledged that
the sign would be removed so that weekly maintenance would no longer be
hindered.
A homeowner asked if there was anything that the HOA
could do about a barking dog? They have
spoken to the owner about this issue who acknowledged they would take care of
it, but unfortunately the occurrence continues (one day it is 5 hours, the next
day it is 4 hours). Cathy reported that anything
that goes on within the property line whether it is leashing, barking, etc., the
HOA stance taken is that it is a City ordinance. Would we have to complain about that? Yes, by contacting the City Police Department
and Animal Control. Would the HOA write a letter to the dog owner? No; we would refer you
directly to the City to file and initiate the necessary action to resolve the
complaint.
· There being no further questions or concerns, the
meeting was adjourned at 8:19 p.m.
· The next scheduled Board of Director’s meeting is scheduled for July 8, 2024.
“APPROVED” watermark denotes Meeting Minutes approved 08-July, 2024
Board of Director’s Meeting Minutes The Villages at Sleepy Hollow Homeowner’s Association, Inc. March 4, 2024 Meeting Location: Cross Pointe Church of the Nazarene, 27765 Nanticoke Road, Salisbury, MD
Audio Recording
Disclaimer: Karon announced to the board that the meeting would be
recorded for the purposes of compiling the meeting minutes. Note: All
recordings are deleted once the minutes are distributed.
2024 Board of Directors:
Statement from Robert’s
Rule of Order: In the absence of a President (Chair) or Vice President
(Co-Chair), Roberts Rules of Order states that a quorum of Board members can
appoint another individual to facilitate the meeting. Wendy made a motion and the board unanimously approved
to appoint Karon to facilitate the board meeting.
· Officer
Appointments: The Board voted to designate officer
positions at the first meeting of the new board. We currently have six (6) of
the seven (7) board seats filled.
o
Incumbent Wendy
Bailey ran unopposed. Her term expires 2027.
The
Board Members unanimously agreed to 2024 – 2025 appointments as outlined below.
2024
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Officers
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President
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[open]
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Vice President
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[open]
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Treasurer
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Wendy Bailey
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Secretary
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Karon
Dennis
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Call to Order:
The meeting was called to
order by Karon Dennis, at 8:00
p.m.
Directors in Attendance:
Wendy
Bailey (Treasurer), Karon Dennis (Secretary), Sue Revelle (Member At-Large), and Cathy Jennings (Non-Age
Restricted). Absent: William
Jackson (Member At-Large) and Joyce Lewis (Member At-Large).
Welcome
Homeowners in Attendance:
There were no members present
for this meeting.
Secretary’s Report:
· Board of
Director’s Meeting Minutes: The October 9, 2023 minutes
were distributed to homeowners via electronic mail on October 24th
and posted on the website. Wendy made a
motion, seconded by Sue, to approve the Draft of the minutes, as written. Motion
carried unanimously.
· Record of
Executive Session: Since our last Board meeting in
October 2023, the Board went into Executive Session to address issues in
accordance with the Maryland HOA Act permitting a closed meeting. A summary
follows:
|
Date of Action
|
Date of Conclusion
|
Topic
|
Description
|
1.
|
01/25/24
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01/26/24
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· Fallen Leland Cypress in Common Area
|
Purpose of Session:
To review bid proposal from
D’Armi Tree Service in the amount of $950 to remove a fallen Leland Cypress
in the common area behind 6052 Tarry Town Rd and 6053 Cross Creek Dr.
The Board acted by unanimous
written consent to approve the bid.
Wendy motioned and Cathy seconded to approve the Record of Executive
Session minutes. The motion was carried unanimously.
|
2.
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02/22/24
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02/22/24
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· Change Venue for 2024 Board of Director’s Meetings
|
Purpose of Session:
To discuss requirement to change venue for 2024 Board
meetings due to flooding event at the Maryland Department of Agriculture. Returning
to Cross Pointe Church of the Nazarene required authorization to pay the
Great Room rental fee for four (4) meetings.
The Board acted by unanimous
written consent to cancel the meeting room reservations with the Maryland
Department of Agriculture and return to Cross Pointe Church at a cost of
$300, the fee of which was included in the 2024 Budget.
Wendy motioned and Cathy seconded to approve the Record of Executive
Session minutes. The motion was carried unanimously.
|
Treasurer’s Report:· Financial
Report: Wendy emailed the Financial Northeastern
statement and just received the Bank of Delmarva. The Balance Sheet has been
distributed via email to the board.
· Delinquency Report: A certified mailing has been
sent to the 14 delinquent accounts indicating they have ten days to bring their
account current (outstanding HOA fee, late charge, and $10 rebilling fee) or it
will be sent to the collection agency.
Open Discussion: Homeowner’s Concerns/Comments:
N/A
· There being no further questions, the meeting was
adjourned at 8:08 p.m.
· The next scheduled Board of Director’s meeting is May 6, 2024.
tes submitted by Secretary, Karon Dennis
“APPROVED” watermark denotes Meeting Minutes approved 06-May, 2024 Board of Director’s Meeting Minutes The Villages at Sleepy Hollow Homeowner’s Association, Inc. October 9, 2023 Meeting Location: Cross Pointe Church of the Nazarene, 27765 Nanticoke Road, Salisbury, MD
Statement from Robert’s
Rule of Order:
In the absence of a President (Chair) or Vice President
(Co-Chair), Roberts Rules of Order states that a quorum of Board members can
appoint another individual to facilitate the meeting. A motion by Wendy Bailey, seconded by Sue Revelle, to appoint
Karon Dennis to facilitate the board meeting was unanimously approved.
The meeting was called to
order by Karon, at 7:00 p.m.
Audio Recording
Disclaimer:
Karon announced to the board
that the meeting would be recorded for the purposes of compiling the meeting
minutes. Note: All recordings are deleted once the minutes are distributed.
Directors in Attendance:
Wendy
Bailey (Treasurer), Karon Dennis (Secretary), William Jackson (Member
At-Large), Cathy Jennings (Non-Age Restricted), Joyce Lewis (Member
At-Large) and Sue Revelle (Member
At-Large).
· Quorum present? Yes
Welcome
Homeowners in Attendance:
Judith Jones, Barbara Powell,
Rejane Jackson, Julie Cain, Jarvis Cain, Keith Bounds, Mark Tyler, and Felicia
Cosby. [8 Members present]
President’s Report:
· No updates to
report.
Vice
President’s Report:
· Architecture
Review Board (ARB) Requests: Since
our last Board of Director’s meeting (July 10th), Cathy
reported on the five (5) ARB requests submitted, reviewed, and approved.
|
Date Submitted
|
Date Approved
|
Location
|
Description
|
1.
|
08/03/23
|
08/05/23
|
6125 Tarry Town Rd
|
· Install fencing around backyard
|
2.
|
08/14/23
|
08/26/23
|
6028 Fire Fly Dr
|
· Replace fencing around backyard
|
3.
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08/15/23
|
08/16/23
|
6043 Fire Fly Dr
|
· Landscaping
|
4.
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08/16/23
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08/20/23
|
28060 Cross Creek Dr
|
· Install a 3-season room
|
5.
|
09/15/23
|
09/18/23
|
28156 Raynor Dr
|
· Stain backyard deck
|
· Other Issues: (1) A paragraph will be added to
future ARB letters that maintenance of a tree(s) planted in the front yard
(specifically in the Age Restricted Area) would be the homeowner’s
responsibility. The HOA would not
provide trimming or mulching as a part of lawn care. (2) The ARB Board addressed
concerns expressed by a homeowner regarding signs and lot maintenance
throughout the community. Each homeowner
was contacted regarding their respective violation and asked that they follow
the proper guidelines.
Secretary’s Report:
· Board of
Director’s Meeting Minutes: The July 10, 2023 minutes were
distributed to homeowners via electronic mail on August 9th and
posted on the website. Wendy made a
motion, seconded by Sue, to approve the Draft of the minutes, as written. Motion
carried unanimously.
· Record of
Executive Session: Since our last Board meeting in
July, the Board went into Executive Session to address issues in accordance
with the Maryland HOA Act permitting a closed meeting. A summary follows:
|
Date of Action
|
Date of Conclusion
|
Topic
|
Description
|
1.
|
09/11/2023
|
09/14/2023
|
· Pemberton
Pond (#4) Project
Bids submitted from:
Adams Tree Care, Inc. – $8,000
D’Armi Tree Service – $7,500
|
Purpose of Session:
To review two (2) bids to
prune back and re-top the willow trees around the pond border and raise the
canopies of other trees in the common area surrounding the pond.
After reviewing the proposals submitted, 5 of the 6 Board members acted
by written consent to approve the bid from D’Armi Tree Service. Mr. Keith D’ Armi was notified so the
project could be put in their work queue for scheduling purposes. NOTE: Trimming around the pond may be
delayed due to the water level not subsiding.
A motion was made, seconded, and carried unanimously to approve the
Record of Executive Session minutes.
|
Treasurer’s Report:
· Delinquency Report: Wendy reported that we continue to have the one (1) home that is in
foreclosure. The property remains in the homeowner’s name, however, there was
someone taking pictures recently. No
other activity to report.
· Monthly
Financial Report: As of September 30th, the Balance
Sheet shows combined assets in our checking and savings accounts at $317,663.74
(●Bank of Delmarva [checking]
$17,504.46; ●Reserve Fund CDs, Money Market and Earned Interest at
Financial Northeastern Corp $300,159.28). With an accounts receivable
adjustment (-$87.50), the Total Current Assets are $317,576.24. Operating funds
are at Goldman Sachs ($24,000) earning 5.92% and Midwest One Bank ($20,000)
earning 5.45%. The average rate on
Reserve Funds ($230,000) is 5.35%, not counting the variable rate Money Market. The average rate on the Certificates is
5.49%. Not reflected on the Balance Sheet was the account at Tidemark. Wendy
reported that effective September 30th, Tidemark would no longer
have an office in Salisbury (leasing issues). We kept our money in a money
market at Tidemark that drew interest (1.7%), and funds were withdrawn monthly
to pay bills. To maintain our monthly payment processing procedures, the funds
at Tidemark were transferred to the brokerage company and a Money Market (Cash)
account was established drawing almost 5% interest.
· The Profit and Loss statement shows our Investment
Interest Income as of September 30th at $8,120.02 (●Financial Northeastern Corp $6,159.28; ●Tidemark FCU $1,960.74) which is interest on a
combination of Money Market and laddered Certificates of Deposit.
· Reserve Fund Analysis – Final Study Results: Wendy reviewed the “Component Funding Model
Projection” from the final Reserve Fund Analysis which shows our Beginning
Balance at $230,000. The Annual
Contribution of $2,881 plus the Annual Interest (estimated at 3%) of
$2,903 equals the Reserve Fund Contribution at $5,784 for
2024. The Reserve Fund Study prepared by The Whayland Group LLC was
successfully completed. Mr. Wheatley was available to talk to about assumptions
that were made and was flexible to adjusting line items when the proper
argument was presented. For instance, there was $175,000 for the replacement of
the irrigation system. At any given time,
we would never dig up everyone’s yard and replace the entire irrigation system
in the community. And we already have separate components in the reserve for
replacement of individual items. This allowed for the removal of that
substantial amount. The law requires
that we have the Reserve Study done every five (5) years. We will have a review done in three (3) years
to determine what suppositions were correct or not and adjust them accordingly.
One-third of the cost for the 3-year review is reflected in the 2024 Budget
under MISC Expenses.
· 2024 Preliminary
Budget – Review and Final Approval: Wendy
pointed out during the budget review that the General Expenses were less for
2024 because of the Reserve Fund Contribution ($5,784) and the conservative
estimate of Earned Interest Income ($8,174), which resulted in a drop in the
HOA assessment. Besides the fact what the Reserve Fund did, we were able to
subtract a little over $8,000 from the needed expenses because we are gaining
it in investment income. Noted too was (a) the budget does reflect the 5%
increase in the lawn maintenance contract; (b) General Maintenance includes
irrigation costs. In the past normal irrigation costs and pop-up heads were
paid from the reserve; this is not a capital expenditure and cannot be done
anymore. Capital expenditures need to be $5,000 to be paid out of the reserve
fund; (c) Tree Trimming represents one-third of the cost of trimming; the first
two years we will budget one-third (2024 and 2025) and the expense in 2026 is
the final third at which time the trees get trimmed. Assessment comparison from
2023 versus 2024.
Dues Assessment
|
2023
|
2024
|
Age
Restricted (90 homes)
|
$1,076
|
$ 965
|
Non-Age
Restricted (103 homes)
|
$ 387
|
$ 341.11
|
A
motion was made by Sue, seconded by William, to adopt the Preliminary 2024
Annual Budget. There being no further
questions, the motion was carried out unanimously. Maryland law requires
that the homeowners must receive the adopted budget within 30 days of its
adoption. (Refer to Exhibit 1— 2024 Budget attached). The budget
is also a part of the Annual Packet sent to homeowners no later than January
31, 2024.
·
Auditor’s Report: Wendy reported that our HOA audit
firm reached out via email requesting 12/31 bank statements. Not sure why they are running behind in
filing taxes but will deliver their report to the board upon receipt.
Karon broke
from the Agenda to acknowledge Wendy’s contribution in collaborating with the
consultant at The Whayland Group LLC in securing the Reserve Fund Analysis to
meet the new Maryland law requirements. On behalf of the board, appreciation
was extended for her hard work and dedication for a job well done.
Committee Reports:
·
Welcome Committee: Sue reported we have had nine
(9) new residents since the first of the year. Homeowner, Felicia Cosby,
expressed interest in taking part in the Welcome Committee.
o Action Item: Sue to provide contact information to Ms.
Cosby.
·
Sidewalk Committee: Cathy reported all common
area work has been completed with Precision Concrete Cutting. The damaged sidewalks
around City valves/water meters that are cracked, and deteriorating are not
located on common areas. Outstanding are
(1) the ramp sidewalks around the Clocktower where the concrete expansion
joints require a silicone pavement sealant and (2) the catch basin repair near
the entrance of Sleepy Hollow.
o Action Item: Wendy to contact a professional to determine
what is involved in sealing a sidewalk joint and potentially secure a bid to do
the work.
Unfinished Business:
·
Proposal – Front Entrance Beautification Project Update: Wendy and Joyce have met with our HOA Lawn
Contractor on several occasions to discuss options. The current inkberry bushes that we want
removed are 17 years old and still healthy, but they are “twiggy/leggy” and
unattractive. It is unknown how much it
is going to cost to remove. The Board was asked if they would consider having two
(2) bushes pulled up to determine the estimate of the cost for the entire job.
After much discussion regarding the front entrance lacking color, planting and
maintenance of perennials flowers and securing help from a professional
ground’s designer, the project was tabled until the spring. Committee members,
Wendy, Joyce, and William will continue to investigate design options. o Action Item: Karon to contact Nithsdale
HOA President and inquire who they use for their front entrance.
New Business:
Overseeding
Common Area Grounds: The board reviewed the proposal by Delmarva Lawn Care to overseed and put
starter fertilizer on the common areas located across from the entrance beds
(old farmhouse side) and down to the end of at Pemberton Drive (exit side only)
for a cost of $500. A motion to approve the overseeding project was made by
William, seconded by Wendy, and approved unanimously.
Open Discussion: Homeowner’s Concerns/Comments:
Did you decide to continue the contract with Carl? Our current lawn care
contract was approved (November 2022) for a three (3) year period (January 1,
2023 through December 31, 2026).
When they cut the grass in the common area around the
Clocktower Circle, the crew consistently cuts in the same direction. This causes ruts, probably because of the
frequent rains. Can they change
direction? Wendy will reach out to Carl
and address this issue with him.
The trees next to the house – is the lawn contractor
going to cut them back? It is the
responsibility of Delmarva Lawn Care to trim the branches that are touching
your house, or your neighbors. Recommend
that you file an Issue Report via the Website, which will put your property in
the queue when he schedules the work.
· There being no further questions, the meeting was
adjourned at 8:11 p.m.
· The next scheduled Board of Director’s meeting is tentatively scheduled for March
4, 2024 following the Annual
Meeting.
Minutes submitted by Secretary, Karon Dennis “APPROVED” watermark denotes Meeting Minutes approved 04-March, 2024
Board of Director’s Meeting Minutes The Villages at Sleepy Hollow Homeowner’s Association, Inc. July 10, 2023 Meeting Location: Cross Pointe Church of the Nazarene, 27765 Nanticoke Road, Salisbury, MD
Statement from Robert’s
Rule of Order:
In the absence of a President (Chair) or Vice President
(Co-Chair), Roberts Rules of Order states that a quorum of Board members can
appoint another individual to facilitate the meeting. A motion by Wendy Bailey, seconded by Cathy Jennings, to appoint
Karon Dennis to facilitate the board meeting was unanimously approved.
The meeting was called to
order by Karon, at 6:31 p.m.
Audio Recording
Disclaimer:
Karon announced to the board
that the meeting would be recorded for the purposes of compiling the meeting
minutes. Note: All recordings are deleted once the minutes are distributed.
Directors in Attendance:
Wendy
Bailey (Treasurer), Karon Dennis (Secretary), Cathy Jennings (Non-Age
Restricted), Joyce Lewis (Member At-Large) and Sue Revelle (Member At-Large). Absent from the meeting was William
Jackson (Member At-Large).
· Quorum present? Yes
Welcome
Homeowners in Attendance:
Jarvis Cain, Julie Cain, Tim
Harig, Keith Bounds, Vonnie Williams, Curtis Williams, Evan Lane, Roy Sowers,
Mark Tyler, Barbara Powell, Judith Jones, Felicia Cosby. [12 Members
present]
President’s Report:
· Update on Tree
Pruning Project: Homeowners were notified via an email blast on June 8, 2023 regarding
this year’s initiative to trim the “street trees” in the common areas and the
Age Restricted areas of the community. This also included some trees in the
Non-Restricted area on Cross Creek and Bell Creek Drive that were planted by
the developer and shown on the approved plat. The project commenced on June 8th and the final work was expected
to be completed today, or at the latest, July 11th. The pruning was
conducted by D’Armi Tree Service.
· Lawn Care Maintenance: (1) The June application of crabgrass herbicide and
fertilizer in the common areas and Age Restricted areas was completed on July 8th. The treatment was pushed out some because
what was applied earlier was good for 90 days. The website has been updated to show the completion date. (2) Delmarva
Lawn Care will be spraying the clover by the end of the week. This treatment is not a part of the lawn
contract, but Carl wanted to do the application to address the clover and make
the property attractive. (3) The irrigation was reset on June 9th to
run for three days – Sunday, Tuesday, and Friday evenings. On June 28th,
the runtime was increased by 50%, for a total of 30 minutes per zone. An update
was posted to the website and on NextDoor.com for both actions.
· Unleashed Dogs: The board received a concern about dogs in
the neighborhood “off property they live on, without leashes or owners.”
Dogs are animals driven by instinct, so an unleashed dog roaming in the
neighborhood is cause for concern. REMINDER: One of The City of
Salisbury Ordinances that Animal Control Enforces: Pet owners are required
to not allow their dogs to run at large, which means off the premises of the
owner, and not under control by leash or cord.
o
Action Item: Karon to
contact the homeowner and inform her this issue was brought before the board
and would be included in the meeting minutes as a matter of record. à
Completed 12-July, 2023
Vice
President’s Report:
· Update on Website: Cathy reported that the
website tab <Village At Sleepy Hollow-ARB> has been updated to
reflect current requirements that is, (a) all requests and plans for
architectural review can be submitted to the Architectural Review Board via
email at sleepyhollowmd@outlook.com or postal mail, and (b) only one copy of the
request/planned improvements need be submitted. The ARB Committee no longer requires three sets of the homeowner’s plans. The ARB Chairperson will respond to requests
via the homeowner’s email address. If no
email is available, the letter of approval/denial will be sent via postal mail.
· Architecture
Review Board (ARB) Requests: Since
our last Board of Director’s meeting (May 8th), Cathy
reported on the eight (8) ARB requests submitted, reviewed, and approved.
|
Date Submitted
|
Date Approved
|
Location
|
Description
|
1.
|
05/09/23
|
N/A
|
5917 Tappan Ln
|
· Removing dead bushes & replacing others in same
spot
|
2.
|
05/15/23
|
05/15/23
|
28162 Brouwer Way
|
· Replace screen porch windows with storm windows &
a door
|
3.
|
05/15/23
|
05/15/23
|
6125 Tarry Town Rd
|
· Install railings at front & rear steps
|
4.
|
05/31/23
|
05/31/23
|
28108 Cross Creek Dr
|
· Install raised garden beds, plant tree & paint
deck
|
5.
|
06/26/23
|
06//27/23
|
6070 Tarry Town Rd
|
· Install fencing around back yard
|
6.
|
06/29/23
|
06/29/23
|
6199 Tarry Town Rd
|
· Replace deck & install screened porch
|
7.
|
06/20/23
|
07/03/23
|
5987 Fire Fly Dr
|
· Install flower beds & plant a tree in front yard
|
8.
|
07 /05/23
|
07/09/23
|
6045 Tarry Town Rd
|
· Install a gazebo
|
Secretary’s Report:
· Board of
Director’s Meeting Minutes: The May 8, 2023 minutes were
distributed to homeowners via electronic mail on June 1st and posted
on the website. Cathy made a motion,
seconded by Sue, to approve the Draft of the minutes, as written. Motion
carried unanimously.
· Record of
Executive Session: Since our last Board meeting in
March, the Board went into Executive Session to address issues in accordance
with the Maryland HOA Act permitting a closed meeting. A summary follows:
|
Date of Action
|
Date of Conclusion
|
Topic
|
Description
|
1.
|
06/02/2023
|
06/05/2023
|
· Removal of Fallen Tree
· Community Tree Trimming Project
|
Purpose of Session:
To address Issue Report for
the removal of a fallen tree and the Community Tree Trimming Project to
include the review and approval of a proposal for $12,000 to perform the
outlined work.
After review of the proposal submitted by Delmarva Lawn Care
subcontractor and tree specialist, D’Armi Tree Service, the Board acted by
unanimous written consent to approve:
(1) Removal
of the fallen tree and debris from behind 6052 Tarry Town Rd and 6053 Bell
Creek Drive.
(2) Move
forward with the Tree Pruning Project of the “street trees” located in the
Common, Age-Restricted, and Non-Age Restricted areas.
(3)
For safety purposes, forward a global email to
all homeowners informing them of the project start.
A motion was made, seconded, and carried unanimously to approve the
Record of Executive Session minutes.
|
2.
|
06/05/2023
|
06/05/2023
|
· Reserve Fund Study Proposal
|
Purpose of Session:
To address the new statewide requirements
outlined in Maryland House Bill 107 titled Cooperative Housing
Corporation, Condominiums, and Homeowners Association – Reserve Studies,
which was previously only applicable to Prince George’s and Montgomery
Counties.
The Board acted by unanimous
written consent to:
(1)
Approve proposal
from Whayland Consulting for $2,500 to perform a full Reserve Fund Study to
meet the requirements set forth by the State of Maryland and its deadline of
October 1, 2023.
(2)
Forward initial
deposit with letter to proceed with the study.
(3)
Coordinate site
visit(s) with Whayland Consulting.
A motion was made, seconded, and carried unanimously to approve the
Record of Executive Session minutes.
|
Treasurer’s Report:
· Monthly
Financial Report: As of June 30th, the Balance Sheet
shows combined assets in our checking and savings accounts at $348,624.22 (●Bank of Delmarva [checking]
$12,343.90; ●Reserve Fund CDs at Financial Northeastern Corp $240,965.21;
●Money Market [operating
account] at Tidemark FCU $49,779.43;
●Reserve Fund [checking] at Tidemark FCU $45,530.68 and a Tidemark FCU Prime Share
$5.00). With an accounts receivable adjustment (-$87.50), the Total Current
Assets are $348,536.72. The Profit and Loss statement shows our Investment
Interest Income at $3,554.20 which is a combination of Money Market and
laddered Certificate of Deposit accounts drawing interest ranging from 5.1% to
5.4%. The accounts are either FDIC insured banks or Credit Union insured by the
National Credit Union Share Insurance Fund (NCUSIF).
· Delinquency Report: Wendy reported that there continues to be one (1) delinquent account
for 2023 assessment fees; that being the foreclosed property. Before the
pandemic, there was a moratorium on foreclosures, so it is difficult to know
how long this will take.
· Reserve Fund Analysis: In May Wendy reported that MD House Bill 107 did not
affect our community. Other HOAs felt the same because the first ⅔ of the law
only referred to HOA residential condominiums. However, we now know that it
affects every homeowner’s and condo association in the entire State. It does
not matter that we have been doing this all along. Prior to this law, Prince George and
Montgomery Counties had to have the reserve study done by a qualified person (qualifications
detailed in the law) every five (5) years. The State was getting a lot of
complaints about HOAs and condos who had not done a good job in reserves and
homeowners would be hit with a special assessment out of nowhere. Complaints
were filed with the State and the State’s resolution was that everyone must
comply. Whayland Consulting Group,
Laurel Delaware has been contracted to perform a full Reserve Study by the
October 1, 2023 deadline. A draft will be delivered at which time a discussion
can be held regarding Capital Expenditures versus Operation Expenses as it
relates to the law. For example, we will no longer be able to fund through the
reserve (a) irrigation expenses such as heads and rotors, or (b) sidewalk
repairs. They are classified as operational expenses, not capital expenditures.
· 2024 Budget –
Pending Final Reserve Fund Study: Maryland
law says that homeowners must receive the budget 30 days in advance of its
adoption. Wendy reported that most of the 2024 Budget is done, but she is not
sure what to do with the Reserve Fund because of the outstanding study. The
Board will have to meet in Executive Session to review and approve the proposed
budget. It will then be emailed to all homeowners to make ready for its final
adoption at the October 9th Board of Director’s meeting.
·
Banking Procedures: We
require two (2) signatures on a check. When it is determined how much money is
required to pay the monthly bills, Wendy calls the bank and transfers money
over to the checking account to cover the expenses. There is no accountability
with that process. Wendy suggested that we do away with the 2nd
signature, which would enable on-line access to the bank and their bill pay service.
Every month (except for Tidemark – quarterly) checking accounts would be
reconciled by an alternating board member to sign off on. That brings into play
the accountability. A change to this process would require new bank paperwork
by the current three (3) signers (Wendy, Sue, and Cathy). Wendy made a motion that
we change the account structure to only require one signature and have a board
member review all financial statements monthly (or quarterly for Tidemark). Discussion followed by board members and
suggestions were offered from homeowners’ present regarding 1 vs 2 signatures,
on-line access, bill paying and auditing processes after which the motion was
withdrawn. We will continue to maintain the account ‘as is’ with no changes. Wendy
made a motion, seconded by Cathy, that moving forward she will present the
board with a reconciled bank statement for all our accounts, based on the
frequency they are generated, for auditing purposes. There being no further
discussion the motion was passed unanimously.
Committee Reports:
· Welcome Committee: Sue reported we have only had three (3) new
residents since the first of the year and took a moment to acknowledge and
thank committee members present—Judith Jones, Barbara Powell, and Cathy
Jennings. Sue posed a question to the
board and members present: “In this last year (July 2022 through July
2023) how many times have you looked at the Clocktower bulletin board?”
Response: Zero. Communications are sent electronically; notices are on the
website; it is time-consuming to maintain. Sue made a motion not to decorate the bulletin board moving forward.
Discussions followed and it was agreed not to do away with the bulletin board,
but simply dress it differently, i.e., “Welcome sign and references” and
“seasonal greetings.”
How do you keep people up to date who do not have
email? We encourage neighbors to print minutes or
inform their neighbors who do not have a computer and make them aware of events
that are taking place. The HOA does not mail minutes to members and is only
mandated to forward the annual packet via postal service to all homeowners. Currently, out of 193 members we have a total
of 11 who (a) do not have access to a computer, (b) do not have an email
address, and (c) have a computer and email address but do not want any
communication from the HOA. It was also noted that if we have the email
address, we send all but financial communications to Tenants on property.
·
Sidewalk Committee: Cathy reported that the
committee met with Precision Concrete Cutting for the purpose of getting an
idea as to how sidewalks could be repaired and to what extent their services
entailed. Focus was on the common area.
Joyce and Cathy walked the entire property and made note of every crack, crevice,
damage, etc. In the common area, seven
(7) sections were identified that were a trip hazard and the company could
smooth it out to eliminate that risk. The proposal for repairs of areas
identified was $402.50 (work guaranteed for three [3] years). Cathy made a motion to
approve the bid to repair. Wendy
seconded the motion with the caveat that based on the discussion with the agent
performing our Reserve Fund Study, the cost can not be drawn from the Reserve
Fund because it is not a capital improvement; instead, it must be paid from our
operating funds, according to the State of Maryland. After a brief discussion,
the motion was approved to move forward. Wendy will sign the contract and forward
it to Precision Concrete Cutting.
It was further noted that the committee looked at
(a) the gutter pans, specifically the one at the entrance of Sleepy Hollow,
where it has sunken, (b) the ramp sidewalks around the Clocktower where the
sections, once filled with silicone, had expanded, and (c) damaged sidewalks
around City valves/water meters. Precision Concrete does not have a process that would correct either of
these issues. Remaining action items for further conversation by the Committee are
(a) through (c) above and a communication to the homeowners regarding their
responsibility for sidewalk repair. Wendy
noted also that she has called out to the gentlemen who did the original
concrete work for the development to see if he can help with the project.
Unfinished Business:
·
Front Entrance Beautification Project Update: Carl
[Delmarva Lawn Care] and Wendy to meet with
Brent Malone [How
Sweet It Is]
to produce a plan for removing the old woody bushes and replacing them with
shrubs, flowers and/or plantings. Anticipated to be a fall project.
New Business:
October
and Future Meetings at Cross Pointe Church: To accommodate an increase in membership
attendance at our Board of Director’s meetings, meetings have been moved to the
larger room space. The church was happy
to accommodate our request, however, did inform us that they will be hosting an
EPOCH daily mentoring program for approximately 75 school age children from 4
to 7pm for the next two years. Sleepy Hollow HOA is welcome to continue to use the building with some
changes. The church requests that the HOA arrive after 6:30pm. EPOCH children and staff leave
by 7pm. There will be some overlap in time but hoping that both organizations
can work together.
New BOD Meeting Hours [effective immediately]
§ 6:30p – 7:00p Room set-up and Homeowner Registration
§ 7:00p – 8:30p HOA Meeting (1.5 hours)
Tree
Trimming – Pemberton Pond: Wendy to contact Adams Tree
Care, Inc. for a bid to cut the native willow trees following the
recommendations of the County Extension Service expert, Ginny Rosencrantz,
i.e., they are to be left at a minimum height of 6 feet. Aiming to have this project done in the fall.
Open Discussion: Homeowner’s Concerns/Comments:
When they do the tree trimming, are they going to do
the trees all around the house? No, it is
only the “street” trees being done by D’Armi Tree Service. Our Lawn Contractor is
responsible for trimming the front “house” trees in the Age Restricted Area. This is limited to cutting any limb that
would be touching the house/roof.
When the lawn contractor does something, can they tell
us when it has been done? The website has a listing of maintenance and the time
the work is scheduled. The page is updated when the work has been completed –
see tab titled <Maintenance of Common Area>. Karon requested that the homeowner let us
know what work she does not want our lawn contractor to perform, and we
would pass that on, in writing, to him.
Several months ago, there was a pothole fixed coming off
Pemberton Road, but there was also one when you were leaving the
community. You would think the City
would have filled it in at the same time. Can remind them to fix that pothole
the next time they are in the area. Issues of this nature can be reported via The City
of Salisbury website. Karon to initiate the request for pothole filling on
Sleepy Hollow Drive egress.
Just a comment – D’Armi Tree really did a good job –
much better than what we have had done in the past. They took the low hanging branches up a lot
higher. People who walk their dogs are
not getting smacked in the face anymore! The guy keeps a sharp chainsaw because
I have never seen such a clean cut. The cleanup afterwards was very good.
· There being no further questions, the meeting was
adjourned at 7:55 p.m.
· The next scheduled Board of Director’s meeting is October 9, 2023.
Minutes submitted by Secretary, Karon Dennis “APPROVED” watermark denotes Meeting Minutes approved 9 October, 2023
Board of Director’s Meeting Minutes The Villages at Sleepy Hollow Homeowner’s Association, Inc. May 8, 2023 Meeting Location: Cross Pointe Church of the Nazarene, 27765 Nanticoke Road, Salisbury, MD
Statement from Robert’s
Rule of Order: In the absence of a President (Chair) or Vice President
(Co-Chair), Roberts Rules of Order states that a quorum of Board members can
appoint another individual to facilitate the meeting. A motion by William Jackson, seconded by Cathy Jennings, to
appoint Karon Dennis to facilitate the board meeting was unanimously approved.
The meeting was called to
order by Karon, at 6:31 p.m.
Audio Recording
Disclaimer: Karon announced to the board
that the meeting would be recorded for the purposes of compiling the meeting
minutes. Note: All recordings are deleted once the minutes are distributed.
Directors in Attendance:
Wendy
Bailey (Treasurer), Karon Dennis (Secretary), William Jackson (Member
At-Large), Cathy Jennings (Non-Age Restricted), Joyce Lewis (Member
At-Large) and Sue Revelle (Member
At-Large).
· Quorum present? Yes
Welcome
Homeowners in Attendance: Linda Hooker, Paul Hooker,
Jarvis Cain, Julie Cain, Tim Harig, Barbara Powell, Judi Jones, Keith Bounds,
Mary Davis, Roy Sowers, Mark Tyler, Rejane Jackson, Lorrie Dollar, Harold
Brown, Joe Raimond, Debbie Raimond, Belinda Smith, Willie Simons, Karen Simons,
Jametta Dobson, and Felicia Cosby. [21 Members present]
President’s Report:
· Update on
Repairs to Well/Pump #2B: The irrigation and well/pump (#2 and #2B) on Van Tassel were struck by
a lightning storm on April 6th.
Upon inspection, it was determined the pump timer and relay switches
were fried in the panel boxes. Affected homeowners were notified via email. Repairs
were completed by Auscare and Somerset Well Service. Once the homes were
reconnected to the irrigation system, it was discovered that three homes were
not getting water during the scheduled run time. Further investigations showed that the storm
had also damaged solenoids and wiring. Those repairs were completed on May 8th.
Expected costs to run around $2,000. · Clocktower Bench Repairs: Safety concerns were reported by a homeowner in
February. A targeted spring initiative was the inspection of the two benches. After
an examination, repairs included metal brackets and screws being replaced or
added under each, as needed. It was reported that the benches are in good
condition considering their age. Both are sturdy and provide a safe place to
sit. With continued annual maintenance the expected lifespan would be extended
for several more years. Cost to replace is estimated at $360 to $600 per bench.
o Action Item: Wendy to look at
adding benches as a Capital Expenditure Reserve item ($1,200 replacement
costs) and link it to the Clocktower as part of the upcoming Reserve Fund
Analysis.
· City of Salisbury Improvement Requests: Working on several issues with the City. (1) Followed up on the catch basin repairs at
the ingress of Sleepy Hollow Drive. The City reported their records showed the
repairs were completed by the Utilities Department and noted that the
Department of Infrastructure & Development should be contacted regarding
the sidewalk surrounding that area. The curb repairs will be included in the Sidewalk
Committee study. (2) Request was made on
April 20th for the lampposts in the community to be painted as many
of the surfaces are chipped and peeling.
No response to date; will continue to follow up with the City. Wendy brought to the board’s attention that
the trees surrounding the lampposts at the entrance would need to be trimmed
before any painting is done. William
made a motion, seconded by Cathy, to reach out to Carl [Delmarva Lawn Care] to secure a bid to trim the necessary trees around the lighting in
Sleepy Hollow. There being no further discussion, the motion was unanimously
carried.
o Action Item: Wendy to contact
Carl and get a proposal to submit to the board for this effort.
(3) An issue was filed with the City on
May 3rd to repair one large pothole and several small ones at the
entrance of Sleepy Hollow before and after Lamppost #C6 [post number
corrected; reported as C3 at meeting.] The City acknowledged the
request on May 4th; no further status to report at this time.
· Lawn and Irrigation: (1) The irrigation system inspection began in early spring
and was completed on May 2nd after storm repairs were addressed. The
2023 run schedule was posted on the Website. (2) The next lawn maintenance for
the community common area and Age Restricted area is (a) broadleaf weed
application, and (b) fertilizer and crabgrass pre-emergent set for March 10th. A few comments followed from homeowners regarding
crabgrass, but the topic was deferred to the end of the agenda when the floor
is open for discussion of homeowner’s concerns/issues.
· Spring Yard Sale: Karon reported
an interesting statistic from the advertising of last week’s community yard
sale. The social network, NextDoor,
showed we received 359 views in the first 48 hours of posting the announcement [May 2-May 4]. Nice hits for free advertising. How soon did the advertisement start? How
soon did it come on email? There was not enough notice to prepare. A
concrete answer was not available at the meeting.
Verification of 2023 Yard Sale Announcements follows
Oct 10, 2022
|
Board of Director
Meeting Minutes
“Typically held
the first Saturday in May and October.”
|
Emailed to members
Nov 11, 2022
|
Website
|
2023 Yard Sale
Dates
|
Posted on Web Dec
8, 2022
|
Mar 6, 2023
|
Annual Meeting
Minutes
Provided table
with both Spring and Fall yard sale dates
|
Emailed to members
Apr 15, 2023
|
Apr 27, 2023
|
Reminder regarding
May 6th yard sale
|
Email blast to
Homeowners
|
Vice
President’s Report:
· Architecture
Review Board (ARB) Requests: Since our last Board of Director’s meeting (March
6th), Cathy reported on the eight (8) ARB requests submitted,
reviewed, and approved.
|
Date Submitted
|
Date Approved
|
Location
|
Description
|
|
1.
|
02/19/23
|
03/05/23
|
6062 Tarry Town Rd
|
· Sunroom and deck addition
|
2.
|
03/08/23
|
03/15/23
|
28156 Raynor Dr
|
· Expand deck, install storm door & plant tree
|
3.
|
03/22/23
|
03/22/23
|
28110 Van Tassel Way
|
· Replace azalea bushes with roses @ mailbox
|
4.
|
04/10/23
|
04/11/23
|
5992 Fire Fly Dr
|
· Replace azalea bushes & install rear light
fixture
|
5.
|
04/18/23
|
04/20/23
|
5908 Tappan Ln
|
· Paint front porch railings & replace rear sliding
door
|
6.
|
04/22/23
|
04/22/23
|
5920 Tappan Ln
|
· Installation of alternative stone for retaining wall
|
7.
|
04/22/23
|
04/22/23
|
5922 Tappan Ln
|
· Install porch step rail
|
8.
|
05/01/23
|
05/03/23
|
28100 Cross Creek Dr
|
· Paint rear deck
|
· Cathy reported there have been additional actions
taken outside of the submittals above.
Some questions asked result in not submitting an ARB request because it
would be denied based on the restrictions in place. She continued to encourage
that anytime you make any changes whatsoever to the exterior of your property
that you submit a request through sleepyhollowmd@outlook.com. Copies then go to Karon, Wendy, and Cathy. A
new homeowner wants to replace a plant with the same plant. Does she need to submit an ARB request? No. Cathy
reminded everyone when planting new materials that they take into consideration
the sprinkler system and utilities before they dig. Did you
receive an ARB request for the house on Brouwer? No. It was reported that extensive construction
had begun. Siding and windows have been removed;
the corner of the home is fully exposed.
o Action Item: Karon to
forward Cathy the contact information so she can send a letter to the
homeowner.
Secretary’s Report:
· Compliance with Title 11B of the Maryland Homeowner’s
Act: An acknowledgement was received on March 15th from new Board
Member, Joyce Lewis, that she read and understood the terms set forth with the
State of Maryland regarding conducting board meetings.
· Board of
Director’s Meeting Minutes: The March 6, 2023 minutes were
distributed to homeowners via electronic mail on April 15th and
posted on the website. Cathy made a
motion, seconded by Joyce, to approve the Draft of the minutes, as written. Motion
carried unanimously.
· Record of
Executive Session: Since our last Board meeting in
March, the Board went into Executive Session to address issues in accordance
with the Maryland HOA Act permitting a closed meeting. A summary follows:
|
Date of Action
|
Date of Conclusion
|
Topic
|
Description
|
1.
|
03/10/2023
|
03/31/2023
|
· Forest Conservation Easement
|
Purpose of Session:
To address outstanding
action items covering (a) securing a contract from a tree specialist to
provide professional confirmation and letter as to the state of subject
trees; (b) Deliver decision to The City of Salisbury to obtain a permit to
cut the tree(s).
The Board acted by unanimous written consent to:
(1) Move
forward with securing tree specialist to inspect trees on two properties
behind 6102 Fuller Lane & 6078 Bell Creek. Specialists identified: D’Armi
Tree Svc & Adams Tree Care.
(2) Upon
inspection, secure letter of disclosure that trees are dead.
(3) Secure, approve
and sign contract to cut trees.
(4) Deliver
letter of disclosure & secure permit for Forest Conservation
Program Exemption from The City of Salisbury.
(5) Notify
affected homeowners when work will be scheduled.
A motion was made, seconded, and carried unanimously to approve the
Record of Executive Session minutes.
|
2.
|
03/28/2023
|
03/30/2023
|
· Trimming Street Tree
|
Purpose of Session:
To address Issue Report for the trimming of a street
tree at 6017 Fire Fly Drive to include (a) securing a report from tree
specialist to provide professional opinion on liability risk and (b) proposal
to cut affected limb.
The Board acted by unanimous
written consent to:
(1) Approve proposal
from D’Armi Tree.
(2) Remove limb &
additional “middle prong” extending from the center trunk that is also
leaning towards the house.
(3) Notify the
homeowner when work will be scheduled.
A motion was made, seconded, and carried unanimously to approve the
Record of Executive Session minutes.
|
3.
|
04/18/2023
|
04/29/2023
|
· Irrigation Installation
|
Purpose of Session:
To address homeowner’s
request to correct an irrigation installation issue done by the
builder/developer in 2005 specifically to relocate the line prior to any
damage to property at 5950 Fire Fly Drive.
NOTE TO FILE: Only five
of the six board members participated in the discussion &decision for
this Executive Session.
The Board acted by unanimous
written consent to deny the request to relocate the irrigation line under the
existing patio that was installed by the developer/contractor when the home
was built.
(a) The HOA is
obligated to repair damage under the governing documents.
(b) The board is of
the opinion that we cannot set a precedent that construction defects or work
done by the developer years ago is the responsibility of the HOA.
A motion was made, seconded, and carried unanimously to approve the
Record of Executive Session minutes.
|
Treasurer’s Report:
· Delinquency Report:
Wendy reported that there is
only one (1) delinquent account for 2023 assessment fees; that being the
foreclosed property. There are still some outstanding fees at the collection
agency.
· Monthly
Report: The first three (3) Certificates of Deposit
(CD) on the Balance Sheet total $145,000.
Of that $145,000, the sum of $136,194.88 came from the closing of the CD
at First Shore Federal. At the time of
its purchase, it was a good rate (1%), but we are now getting 5.2%, 5.4% and
5.35% that are laddered maturity dates.
The remaining $8,805.12 is part of this year’s reserve funding. The other two CDs that are $30,000 each [One
is a 3-month CD maturing in June and the other a 6-month CD maturing in
September] is operating fund money that was getting 2% at Tidemark and is
now getting 5.1% and 5.2%. Wendy
presented for consideration investing a portion of the funds in the Tidemark
Reserve Account ($98,565.75). Historically, we utilize approximately $10,000
annually from the account for irrigation maintenance. No anticipated expenditures
outside of a potential Storm Water Management System inspection by the City is
expected. It was noted that if we had a
catastrophic event, we always have access to the funds by simply closing the CD,
paying a small penalty to do so. After discussion, a motion was made by William
and seconded by Joyce to take out $50,000 in the Tidewater Reserve Account and
open a 3-month CD Reserve Account at an expected interest rate of 5.1%. There
being no further questions or concerns, the motion to transfer the funds was
unanimously approved.
· As of April 30th, the combined assets in
our checking and savings accounts at $372,883.48 (●Bank of Delmarva [checking]
$2,133.30; ●Reserve Fund CDs at Financial Northeastern Corp
$205,790.00; ●Money Market [operating
account] at Tidemark FCU $66,389.43;
●Reserve Fund [checking] at Tidemark FCU $98,565.75 and a Tidemark FCU Prime Share
$5.00). With an accounts receivable adjustment (-$87.50), the Total Current
Assets are $372,795.98.
· Budget
Analysis: The year-to-date Budget Analysis delivered to the
Board reflected Total Income of $134,761.86 and Total Expenses of $38,819.70,
with a Net Income in our working fund at $95,942.16. The analysis showed Actual
versus Budget per line item. The
budget target for the 4th quarter is 34%.
Items that have already reached the budget are expenses that are
paid on a yearly basis.
· Looking forward to our next meeting, there will be a
Reserve Fund Analysis. A new law has passed, Maryland House Bill 107, that
requires all HOAs to do a reserve fund study at least every five (5) years. Our Covenants require us to do it yearly. In
July, Wendy will prepare and present the Reserve Fund Analysis, along with the
2024 Preliminary Budget.
Committee Reports:
· Easement Committee: Utility Easement: William reported that No Trespassing
signs were installed on the easement because of concerns raised on its use by
individuals in the Cross Creek subdivision. Four (4) signs were set up: one on
each side of Cross Creek; one further down on the left if heading into Cross
Creek in front of the gate of the homeowner who had been accessing their
property via the easement; and one placed further down where another Cross
Creek property owner had used the Sleepy Hollow easement as a dumping ground for
brush and leaves.
· After the letter was sent to
the President of the Cross Creek HOA, the dumping ground area has been cleaned
up.
· The sign placed by the gate
was there for several days but was pulled out of the ground and put back in the
ground approximately 1 ft (rather than the installed 3 ft). We received
a request for access through that easement to enable that homeowner to install
a swimming pool. The grounds are currently being excavated. The sign was found on the ground; William
retrieved it for safekeeping. Karon confirmed that access was granted to the
Contractor, Johnson’s All-Scapes, to access their client’s rear property on
White Pond Drive via the easement so heavy equipment could be moved in
to start the project and then moved out at its completion.
· Sue reported that someone
had driven over our community meeting notice sign at the end of Cross Creek
Drive. William expects that the easement is still being used by the homeowner
to access their property.
o Action Item: Karon to contact Contractor
to get the status of the pool installation to determine when their equipment
will be removed from the work area.
o Action Item: William to submit a request to Carl [Delmarva
Lawn Care] to reinstall the sign at
the gate once the swimming pool project has been completed.
· On the other side of the
road (north side of Cross Creek) where the No Trespassing sign was installed,
someone has also put in two (2) blank stakes on that property. William expects
that the property owner on that side of the road may have been responsible for
those additions.
o Action Item: William to submit a request to Carl [Delmarva
Lawn Care] to remove the extra stakes
at the same time the sign is reset after the swimming pool project has been
completed.
· As a matter of record, (a) a
homeowner’s request to plant a holly tree behind their fence in the easement
area was denied; (b) a request to have irrigation installed on the easement at
the homeowner’s expense was also denied.
· Welcome Committee: Sue reported that the last welcome bag had been
delivered. She plans to secure
current/updated material in preparation for making more bags. Extended “thanks”
for committee members present, Judi, Barb, and Cathy, for delivering the goodie
bags and welcoming our new members to the neighborhood. Karon reported there
are no properties in the community listed for sale at this time; two
vacant/construction lots are not on the market.
Unfinished Business:
· Sidewalks: There are sidewalks in the community
that are considered a border line hazard.
The HOA is responsible for common areas and homeowners are responsible
for sidewalks in front of their property. Should someone fall, there is a
potential liability to the party who is responsible for maintaining the
sidewalk. Precision Concrete Cutting is
a Delaware company who is trip hazard removal service provider. The City requires a permit before work is
started. If you repair in mass, only one
“break permit” would be required. It was
decided that a Sidewalk Committee be created.
The volunteers are Wendy Bailey, Joyce Lewis, and Cathy Jennings. The committee will (a) utilize the list of
locations with sidewalk damage to validate areas needing repair and possibly
identify additional locations; (b) to make sure all issues and concerns
relative to sidewalk maintenance are being addressed; (c) meet with the vendor
to look at repairs for the common area; and (d) provide the board with their
recommended action plan and suggested communications to the homeowners affected
by the required maintenance and upkeep of the sidewalks.
Would like the board to site or confirm/verify why the homeowner would be
responsible for the sidewalks. It is a City ordinance. If a homeowner wants
to install a sidewalk, the homeowner is responsible for that. What happens when
you are in a development where the builder puts in the sidewalks? At the time, both the streets and the
sidewalks got final approval from the City of Salisbury and were turned over to
the HOA. For the City to sign off for the streets and the sidewalks, they were
inspected by the City of Salisbury and deemed to be fine. The sidewalks were
put in as the properties were built. Trees have been planted that are
causing problems; those trees belong to the HOA. When these issues first came
up you thought the HOA was responsible because you spoke about the reserves
that we have for sidewalks. That was HOA reserves for sidewalks in the
common areas. Homeowners are responsible for sidewalks along their property. It
is all driven by City ordinance. The City dictates when you must have snow
removed from your sidewalk.
Quotes
[in part] from City personnel communications regarding sidewalks:
1. Mike Thomason, Code Enforcement, Housing and Community Development
Department (10-10-2022): “Sidewalks, Curbs and Gutter Pans are the responsibility of the
homeowner that runs along their property lines.
If you have sidewalks that you feel need attention or possibly
replacement that is managed by The Department of Infrastructure &
Development. You would need to contact their office and they will walk you through
the process for review.”
2. William R. White, Transportation Manager, Department of Infrastructure
& Development (10-13-2022): “HOA’s are responsible for general curb, gutter, and sidewalk repair as
“common area” under the HOA covenants.
How each HOA manages this varies, but generally they contract with a
concrete vendor who then comes in, executes multiple repairs at once to
minimize mobilization cost and the HOA then bills the individual’s property
owners or absorbs the cost from their funds.”
Is liability connected to sidewalk repair? Based on the disclosures by
the City, if someone were injured on the sidewalk in front of a home, the
homeowner would be liable; if the injury occurred on common area sidewalks, the
HOA would be liable. If the HOA repairs sidewalks other than the common
area, would they be liable? Excellent question.
What is causing the need for sidewalk repair? The sidewalk slab is
sinking. Tree roots also cause the slab to rise. Both could cause a trip
hazard. Tree roots causing damage? Yes. Someone mentioned that the “street tree”
belonged to the HOA. To clarify, a “street tree” does not denote ownership. The
City required these trees to be planted on both the common area and the
resident owner’s property as the development was being done. The HOA is
responsible for trimming the street trees defined on the approved plat. If the
street tree is on a homeowner’s property, the homeowner owns the tree. If the
homeowner wants to remove the tree, the HOA cannot prevent them from taking
that action.
EXTRACT: The City of Salisbury –Municipal Code 8.08.020 –
Maintenance of curbs, gutters and sidewalks clear of growth.
Property owners of any lot or land located
in the city shall maintain their respective curbs, gutters and sidewalks
bordering their parcels of land in such condition as to be clear of all growth
of grass, weeds, brush or plant growth within the curb, gutter, and sidewalk.
(Ord. 1980 (part), 2006)
New Business:
Front
Entrance: An initiative was identified
for improvements to the entrance to Sleepy Hollow this fall. The bushes have reached their life span—they
are 18 years old—cannot be trimmed anymore (too woody) and need to be
removed. It was agreed to commence work
on the Entrance Beautification Project by securing a proposed design plan to
create, plant, and maintain the entrance’s various elements. Meetings will be set up with Carl [Delmarva
Lawn Care]
and a professional landscape designer. Project Lead: Wendy Bailey. Additional support provided by
William and Karon.
Website
Review: Need
to go through a Website review, specifically in the tabbed section titled <Village
of Sleepy Hollow—ARB> regarding mail versus electronic submittal of proposed plans.
o Action Item: Cathy to review the Village at
Sleepy Hollow Architectural Control page and provide her recommendations to assist the
homeowners and contractors with the current ARB review process. Karon to update
the Website accordingly.
Open Discussion: Homeowner’s Concerns/Comments:
Can Carl give us a list of things he is going to do in
our yard and when he is going to do it? I had pesticides put on and two days
later he put more on. Karon referred the
homeowner to the <Maintenance> tab on the Website that discloses
the Lawn
and Irrigation Maintenance Schedule outlining what/when work is being done. The board committed last year to update the
Website with the date work is completed.
If the lawn company breaks something in my yard, am I
responsible for replacing it? If any member of the lawn
care crew damages something, report that issue via the Sleepy Hollow Website so
that Carl is notified. In the past,
damages by the HOA Lawn Contractor have been taken care of by the contractor.
Suggest that you look at how you handle the sidewalks.
Before you go to a contractor, consider notifying the homeowners that you are
looking into repairs that need to be made. Most people think that the City owns
the sidewalk. It will come as a great surprise when they find out that is not
the case. The Sidewalk Committee will take your suggestion seriously. It would be
a courtesy to let the homeowner know about the damage in their area and that
there is a liability. We cannot mandate their use of any contractor.
Follow-up on Lawn Care. Wendy reported that Carl
had just completed his studies, received his certification on chemical
applications and is knowledgeable about the use of pesticides on lawns. The homeowner reiterated that it was too late to apply
pre-emergent for crabgrass. Another homeowner replied that “As a courtesy to
their customers, Farmers and Planters gives a schedule – apply a pre-emergent
in late March and a second one from May 1st to May 15th
to address the broadleaf and dandelion.”
True, but that is not crabgrass.
o Action Item: Karon to get with Carl and put something in
the minutes to clarify what action taken.
· Our
first application of crabgrass pre-emergent was done in
March.
· The
broadleaf & crabgrass post-emergent was done on May 10th.
The product used was Proscape 19-0-8 with Lockup and Dimension.
· The
application in June will be another application of Dimension for crabgrass post-emergent.
· The
July application will be Solitaire for nutsedge, crabgrass, and broadleaf weeds
in the common areas.
Carl Cottingham
completed the applicators certification requirements as mandated by the
Maryland Department of Agriculture which establishes the guidelines and
requirements for the application of pesticides. This certification and
the licensing ensure that pesticides are applied properly by competent individuals.
He successfully completed examinations for fertilizer, herbicide and turfgrass
and is one of ten licensed in Wicomico County. To maintain his
certification, the law requires that he attend an MDA-approved recertification
training session that will provide him with new information on pest control,
health and environment safety, pest management technology, and changes in
pesticide laws and regulations to help him continue to use pesticides safely
and effectively.
· There being no further questions, the meeting was
adjourned at 7:59 p.m.
· The next scheduled Board of Director’s meeting is July 10, 2023 Minutes submitted by Secretary, Karon Dennis
“APPROVED” watermark denotes Meeting Minutes approved 10-July 2023
Board of Director’s Meeting Minutes The Villages at Sleepy Hollow Homeowner’s Association, Inc. March 6, 2023 Meeting Location: Cross Pointe Church of the Nazarene, 27765 Nanticoke Road, Salisbury, MD
Audio Recording
Disclaimer:Karon announced to the board
that the meeting would be recorded for the purposes of compiling the meeting
minutes. Note: All recordings are deleted once the minutes are distributed.
Statement from Robert’s
Rule of Order:
In the absence of a President (Chair) or Vice President
(Co-Chair), Roberts Rules of Order states that a quorum of Board members can
appoint another individual to facilitate the meeting. Wendy made a motion and the board unanimously approved
to appoint Karon to facilitate the board meeting.
The meeting was called to
order by Karon Dennis, at 7:51
p.m.
Directors in Attendance: Wendy
Bailey (Treasurer), Karon Dennis (Secretary), Sue Revelle (Member At-Large), and William Jackson (Member
At-Large). Absent: Cathy Jennings (Non-Age
Restricted) and Joyce Lewis (Member At-Large).
Welcome
Homeowners in Attendance: There were no members present
for this meeting.
President’s Report:
· 2023 Board of
Directors – Officer Appointments: The Board voted to designate officer
positions at the first meeting of the new board. We currently have six (6) of
the seven (7) board seats filled.
o
Incumbent Cathy
Jennings and Karon Dennis and new nominee, Joyce Lewis, ran unopposed.
o
Joyce’s position
on the Board is confirmed as an At-Large Member, whose term expires in 2026.
The
Board Members unanimously agreed to 2023 – 2024 appointments as outlined below.
2023
|
Officers
|
President
|
[open]
|
Vice President
|
[open]
|
Treasurer
|
Wendy Bailey
|
Secretary
|
Karon
Dennis
|
Treasurer’s Report:
· Monthly Report: The Balance
Sheet as of February 28th disclosed combined assets in our checking
and savings accounts at $386,762.49 (●Bank of
Delmarva [checking] $25,785.09; ●Reserve Fund CD at First Shore Federal $136,607.08; ●Money Market [operating
account] at Tidemark FCU $126,389.43;
●Reserve Fund [checking] at Tidemark FCU $97,975.89 and a Tidemark FCU Prime Share
$5.00). With an accounts receivable adjustment (-$87.50), the Total Current
Assets are $386,674.99.
· Wendy reported that the CD Reserve Fund account at
First Shore Federal is earning 1% interest and is scheduled to be closed within
the next couple of days. An account will be opened with a brokerage firm to
purchase either FDIC insured CDs or Credit Union CDs, insured by the National
Credit Union Share Insurance Fund (NCUSIF), which is backed by the full faith
and credit of the United States government. The firm can secure rates all over
the country, not just a local bank. The goal will be to ladder the HOA
investments where we will be able to get 5.1% with terms of 6 months, 9 months,
and 12 months. We are in an inverted year curve and have been for about eight
(8) years where short-term rates are higher than long-term rates. We are moving
forward with investing this money.
Secretary’s Report:
· Board of
Director’s Meeting Minutes: The October 10, 2022 minutes
were distributed to homeowners via electronic mail on November 9th
and posted on the website. Sue made a
motion, seconded by Wendy, to approve the Draft of the minutes, as written. Motion
carried unanimously.
· Record of
Executive Session: Since our last Board meeting in
October 2022, the Board went into Executive Session to address issues in
accordance with the Maryland HOA Act permitting a closed meeting. A summary
follows:
|
Date of Action
|
Date of Conclusion
|
Topic
|
Description
|
1.
|
11/29/2022
|
11/29/2022
|
· Fire Suppression Maintenance
· Easements (DP&L and Forest Conservation)
· Delmarva Lawn Care Contract Extension
|
Purpose of Session:
To (1) review a general
information document disclosing the basic components of a Fire Suppression
System and maintenance by the HOA and resident homeowner; (2) discuss
outstanding issues resulted from the October BOD meeting on both Easements,
and (3) review and act on the lawn care maintenance contract extension.
The Board acted by verbal consent
to:
(1)
Fire
Suppression System - Accept the document messaging and to send the
communication to homeowners residing in the Quad and Triples Units on Tappan
Lane and Van Tassel Drive (23 homes). [20 via electronic communication; 3 via
postal service] Add communication to HOA Book for future homeowners who
purchase a Quad or Triples unit.
(2)
Utility
Easement – Secure costs for No
trespassing/no dumping/no vehicles signs; Secure proposal from DLC to clear
bush to Pemberton Pub Station; Send letter to Cross Creek Homeowner’s
Association, and letter to affected Sleepy Hollow homeowner.
(3)
Forest
Conservation Easement – Prepare
letter to affected homeowners and inspect property lines.
(4)
Delmarva
Lawn Care – Approve 3-year
contract for period
January 1, 2024 through December 31,
2026.
Wendy motioned and William seconded to approve the Record of Executive
Session minutes. The motion was carried unanimously.
|
2.
|
02/08/2023
|
02/08/2023
|
· Easements (DP&L and Forest Conservation)
· Encroachment of Common Area to Storm Water Management
System
|
Purpose of Session:
To (1) review status of outstanding action items for
Easements and (2) address steps to be taken regarding interference on Cross
Creek Drive to access Storm Water Management System·
The Board acted by verbal
consent to:
(1)
Move forward
with securing final costs for four (4) signs and send final letter to Cross
Creek HOA President; Declined scope of work proposal submitted by DLC to
clear bushes.
(2)
Contact surveyor
to confirm common area encroachment. Forward letter to homeowner to remove
plantings to open access to Storm Water Management System· Wendy motioned and Sue seconded to approve the Record of Executive
Session minutes. The motion was carried unanimously.
|
Reassignment of
Bulletin Board: Karon asked for a
volunteer to take over decorating the bulletin board at the Clocktower. Sue
will consider.
Benches at the
Clocktower: Still awaiting cost proposal to repair the
benches. It was recommended that any future bids include a time limit of no
more than two (2) weeks to submit.
Forest Conservation
Area: William delivered pictures of properties on
Fuller Lane and Bell Creek showing the suspected dead tree(s). Next step to engage
a tree service specialist to inspect and declare if a tree is dead. This action
is necessary to comply with The City of Salisbury’s requirement before they issue
a permit to cut in the reforestation area. Tree inspection to include a cost
proposal to cut.
Open Discussion: Homeowner’s Concerns/Comments:
N/A
· There being no further questions, the meeting was
adjourned at 8:02 p.m.
· The next scheduled Board of Director’s meeting is May 8, 2023. Minutes submitted by Secretary, Karon Dennis
“APPROVED” watermark denotes Meeting Minutes approved 08-May 2023 Board of Director’s Meeting Minutes The Villages at Sleepy Hollow Homeowner’s Association, Inc. October 10, 2022 Meeting Location: Cross Pointe Church of the Nazarene, 27765 Nanticoke Road, Salisbury, MD
The
meeting was called to order by the Secretary, Karon Dennis, at 6:30 p.m.
Directors in
Attendance: Karon
Dennis (Secretary), William Jackson (Non-Age
Restricted), Cathy Jennings (Non-Age Restricted), Sue Revelle (Member-at-Large)
and Wendy Bailey (Treasurer).
·
Quorum present? Yes
Karon Welcomed the Homeowners in Attendance:
· Willie Simons, Karen Simons, Susan Rainey, Cathy
Turnbaugh, Rejane Jackson, Tim Harig, Jarvis Cain, Julie Cain, Mark Tyler,
Karri Baskin, Linda Hooker, Paul Hooker, Melissa Bugdal, Nancy White, Barbara
Powell, Judi Jones, Keith Bounds [17 Members present].
· Special
Recognition Honor: On behalf of the Board of
Directors, Mr. Jarvis Cain was awarded a Certificate of Appreciation for his Perfect
Attendance record at The Villages at Sleepy Hollow Homeowner’s Association
Annual and Board of Directors Meetings since November 2005. Mr. Cain was
on the original Developer/Homeowner Transition Team supporting the process to
become an independent association and a member of the first HOA board. He was
acknowledged for bringing a great deal of wisdom to that first board. Mr. Cain
was surprised and stated that “Those early times were a lot of fun; eventually we got
things done and we made it!”
President’s Report:
· Lawn and Irrigation Guidelines – Process for Reporting
Issues: Every April, guidelines are
emailed to homeowners which outline the steps for reporting lawn and irrigation
problems/concerns. It also states that when there are changes to lawn
maintenance or the irrigation schedule, the change is posted on the website and
NextDoor. In the past the secretary (Karon) was responsible for posting on the
website and the president (Robert) posted on NextDoor as the Sleepy Hollow Lead
(established that account on the social network). After the president
resigned, Karon acknowledged that she failed to put the changes on NextDoor
assuming she didn’t have the “rights” because she was not the Lead. Secondly,
it was important to emphasize in the minutes that if homeowners follow the
process to report an issue via the website, immediate action can be taken with
the homeowner to resolve the problem or concern. Those without access to a
computer, should call the HOA phone and the issue will be created on their
behalf. When you access the website, any bulletin is posted under the section
titled “SLEEPY HOLLOW LAWN CARE.” Examples would be (a) rain delays
cutting, or (b) the irrigation zone run time has been increased to minimize the
grass’s stress due to drought. If the bulletin(s) listed do not address your
issue/concern, proceed down to the bottom of the page to the section title “Reporting
Lawn or Irrigation System Problems/Concerns.” Once completed, an email is
immediately sent to Carl Cottingham at Delmarva Lawn Care and Sleepy Hollow
Outlook (Karon). In most cases Carl responds within a couple of hours or no
later than days end. The homeowner and Sleepy Hollow receive his response via
email, or phone for those without access to a computer. Following this process
helps ensure the concern is addressed quickly and when the invoice is received,
we have a tracking mechanism for the work completed. For instance, a line item
appears on the bill for repairs to the irrigation system due to a tree’s root
system in the back yard, but there is no issue to document this work. This is
troubling and time consuming to resolve. To clarify,
1.
Go to the website
and check for Bulletin updates
2.
If your
concern/problem is not disclosed, scroll down, and create an Issue Report
3.
Do not go
directly to the lawn care contractor or his sub-contractor to report a
problem—you must file an issue report for them to act. Exception to the rule: Directing the lawn
care contractor or his sub-contractor to perform work for you personally that
is outside of the HOA coverage.
o
What
happens when things are damaged? Any
damage to a homeowner’s property resulting in work covered under the HOA lawn
care contract as performed by the HOA contractor should be reported immediately
via the website portal for resolution.
o
HOA
Disclaimer: As stated, the Lawn and Irrigation Guidelines
are emailed to homeowners in April of each year. If a home is sold after that
time and the secretary receives an authorization form from the new homeowner to
communicate via email, the April guidelines communication is sent. This action
is two-fold: (a) it validates their email address is recorded in the database
correctly; and (b) provides the new homeowner with the procedures to report an
issue/concern for lawn care and/or irrigation.
· City of Salisbury – Process for Reporting Issues: Recently, a homeowner reported a pothole on Tappan
Lane. We explained that this issue is
handled by the City and can be reported on their website at https://salisbury.md. Citizens can report any of the following directly to
the City: Animal Problems; Housing & Community Problems; Land Use and
Permit Problems; Park & Tree Problems; Road Problems; Non-Emergency Police;
Snow & Ice Problems; Streetlight Problems; Trash Problems; and Water &
Sewer Problems. As a courtesy, a document has been prepared showing the steps
for reporting a problem through the city. Simply send an email request for a
copy of the instructions to sleepyhollowmd@outlook.com.
· Overview of Miscellaneous Issues Addressed Since Last
Meeting: (1) Flooding on Tappan |
Fire Suppression System – A full report was forwarded to the board on the
flood that occurred under a cluster home on Tappan Lane on July 17th.
The City of Salisbury Department of Public Works and fire department personnel were
on-site. The Water Department called Sure Fire Protection company to inspect
the Fire Suppression System located on Van Tassel. The technician reported that
there was no failure to the system. Each cluster home (tri or quad unit) located
on Tappan Lane and Van Tassel are connected to the fire suppression system in
case of fire with an alarm on the exterior and water sprinkler on the interior.
The damage to the property was not a result of the Fire Suppression System; a
pipe burst under the home. (2) Emergency
Irrigation Issue on corner of Tarry Town and Bell Creek – On September 7th
it was discovered we had a blown irrigation line (pipe) that created a
geyser-like effect at the new construction build site. Water flow was going
through a 2.5-inch pipe to a 2-inch pipe that ran under the street to the
construction site to another 2.5-inch pipe. The line broke at the 2-inch point. It was noted that as we increase the number of homes being serviced on a
line, we may encounter more repair as the system ages. (3) Dead Tree on
Hessian Way – After review of our 2004 community plat plan, it was
confirmed that the tree in question was a “street tree” and therefore needed to
be replaced by the HOA. It was removed and replaced with a crape myrtle on
October 6th.
· Fall Community Yard Sale: Our Fall event was postponed due to weather and held
instead on October 8th. There appeared to be a lot of activity. Posting
of the 2023 schedule on the website will appear soon; typically, it is held on
the first Saturday in May and October.
Vice
President’s Report:
· Architecture
Review Board (ARB) Requests: Since our last Board of Director’s meeting (July
11th), Cathy reported on the three (3) ARB requests submitted, reviewed,
and approved.
|
Date Submitted
|
Date Approved
|
Location
|
Description
|
1.
|
7/27/2022
|
08/03/2022
|
6033 Bell Creek Dr
|
· Installation of deck and fencing
|
2.
|
08/08/2022
|
8/10/2022
|
28156 Raynor Ln
|
· Shed installation
|
3.
|
09/18/2022
|
09/18/2022
|
6028 Fire Fly Dr
|
· Replacement of existing deck
|
· Homeowner followed ARB requirement to provide a color chip
last year to paint their shutters, but questioned why a quad grouping has one
bright teal when the other three have hunter green shutters? Cathy stated that some homeowners do things without
the approval of ARB. So, what happens then? The homeowner is sent
a letter of non-compliance that they did not follow the Architectural Review
Board standards. We don’t penalize anyone; haven’t done that to date. Can we? We
could, but is that the kind of neighborhood we want? Generally, if a duplex or
quad unit wants to go from black to green shutters, we encourage that the
requestor has a dialogue with the other homeowners in the quad and get
consensus to paint all the shutters the same color and resubmit their request
for approval to the ARB Committee. Do you have to paint your shutters the
same color? We did, but can you paint it a different color? Cathy
reported you can, but you need to submit a request along with the chip color
and she would follow-up accordingly.
o
Action
Item: William suggested that the
board review the ARB guidelines and talk about any other actions we may need to
take as far as architectural concerns.
Secretary’s Report:
·
July Board of
Director’s (BOD) Minutes: The
following changes, in part, were recommended to the July 11, 2022, recorded
minutes distributed to homeowners via electronic mail on August 11th and
posted on the website. (1) Add
missing homeowner’s name to the Roster – Jarvis Cain and Julie Cain under Karon
Welcome the Homeowners in Attendance. (2) A correction in
wording under President’s Report | Acknowledgement of R.
Holland’s resignation should read “…By record of these minutes, we formerly formally accepted the...”
Motion was
made by William, seconded by Sue to approve the July 11, 2022, minutes, as
amended. Motion carried unanimously.
o
Action Item: Karon to remove the DRAFT watermark,
amend the sections disclosed above and add a footnote to denote the date
approved, as amended. Approved/amended copies to be sent to each Board
member and posted on the HOA Website.
· Record of
Executive Session: Karon reported to
the members present that since the last Board meeting held in July, the Board
went into Executive Session to address issues in accordance with the Maryland
HOA Act permitting a closed meeting. A summary follows:
|
Date of Action
|
Date of
Conclusion
|
Topic
|
Description
|
1.
|
08/10/2022
|
08/10/2022
|
Fire Suppression Inspection
Report and Repair Plan
l
Mast Electrical Service
|
· Purpose of Session: To review the current
condition of the Fire Suppression System and the requirements to winterize the
system.
· The Board acted by written consent to accept the
repair action plan submitted by Mast Electrical Service for parts and
materials to replace and install a new GFI receptacle, heat tape, wrap and
strap insulation. Estimated cost of winterization - $317.42
o Action Item: Assign a board member to prepare a white paper defining the purpose
of the fire suppression system and the maintenance recommendation for
homeowners living in the cottage homes (tri-and quads)
Cathy motioned to approve the Record of Executive Session minutes;
seconded by Sue. The motion was
carried unanimously.
|
2.
|
08/12/2022
|
08/12/2022
|
2023 Proposed Annual HOA Budget
|
· Purpose of Session: To officially vote to adopt
the 2023 Proposed Annual Homeowner’s Association (HOA) Budget presented at
the July 11, 2022, Board of Director’s meeting. Minutes showed the board
moved to another topic that impacted the budget and was to return to vote on
budget approval. The board failed to remember to return and take action to
approve.
· The Board acted by written consent to accept the
budget as presented and to forward the proposed budget to the membership no
later than September 10th.
Sue motioned to approve the Record of Executive Session minutes;
seconded by Wendy. The motion was
carried unanimously.
|
3.
|
08/30/2022
|
08/31/2022
|
Special Project for Overseeding Common
Area Entrance
|
· Purpose of Session: To review the proposal to
overseed common areas needed to be done before the end of September
· The Board acted by written consent to approve the proposed
plan submitted by Delmarva Lawn Care for $1,800 to overseed the common area
entrance to compliment the health of the grounds.
William motioned to approve the Record of Executive Session minutes;
seconded by Cathy. The motion was
carried unanimously.
|
Treasurer’s Report:
· Financial
Reports | Balance Sheet: The Balance
Sheet as of September 30th showed Total Cash at $305,777.41 and a
negative Accounts Receivable of -$94.50 representing prepayments of HOA fees,
for Total Assets at $305,682.91. Retained Earnings are $247,587.77 and Net
Income at $58,095.14. Wendy noted that the account was opened at Tidemarkàmoved money to get a higher rate of interest.
September interest was $140.30. In
comparison, interest for the same period would have been $24.84 at the Bank of
Delmarva (1% versus .18%, respectively).
· Financial
Reports | Budget Analysis: The
year-to-date Budget Analysis ending September 30, 2022, delivered to the Board
reflected Total Income ($139,150.22) and Total Expenses ($81,055.08), with a
Net Income in our working fund at $58,095.14. The analysis showed Actual versus
Budget per line item. The budget
target for the 9th month is 75%.
· Delinquency
Report: One (1) delinquent homeowner
remains in foreclosure. Property is still showing in deceased homeowner’s name;
no action to date by FHA|HUD outside of assigning a case number.
· Money Market
Account – Opened at Tidemark: See
reference to account opening under Treasurer’s Report | Financial
Reports – Balance Sheet.
· Reserve Fund CD – First Shore Federal: Wendy reported we need new signatures for the
Certificate of Deposit account; there are two (2) signatures on the account,
but neither one is a member on the current board. Interest is at 1% and we
would like to inquire as to any penalty clause(s), but we can’t get access to
that information until we secure new signers on the account. Changes to the
account must be done in person and we need to include a copy of the minutes
disclosing the approval of new signers for the account. Effective immediately,
it was agreed that the new signers on the Certificate of Deposit held at First
Shore Federal would be Wendy L. Bailey and Sue Revelle. As authorized signers
they have permission to perform actions for the owner of the account.
· Ratification – 2023 Annual Budget: The 2023
Proposed Annual Budget was presented at the July 11th Board of
Directors meeting and approved via Executive Session on August 12th.
Motion
was made by Sue, seconded by William to ratify the approved 2023 Annual Budget.
If there is a surplus in the
budget, is there a chance in the future that the fees will go up or stay the
same? The budget is calculated as
though we have a zero balance. Anything that is left becomes retained earnings
and it is reserved. There being no further questions, the motion
carried unanimously. (Refer to Exhibit 1 – 2023 Budget attached)
· CPA Annual
Report – Year Ending 31-December 2021: Wendy delivered the completed copy
of the compilation review completed by Philip Wheatley, CPA. It was noted that
(a) for the size and scope of what we do, cash basis of accounting is fine; (b)
we furnished and discussed the reserve fund analysis with the CPA, (c) if you
pull the financial statements from the 2021 annual packet and compare with the
financials in the compilation report, they would not be the same because theirs
have adjusting entries; (d) due to downsizing next year’s review of the
association’s books will be done by Kortney, a Public Accountancy within Mr.
Wheatley’s organization. This action would still follow the HOA By-laws
requirements.
Committee Reports:
· Welcome
Committee: Sue thanked Barbara Powell,
Judi Jones and Cathy Jennings for their support and work on the welcome
committee. Two (2) new residents were greeted since our last meeting, for a
total of 11 new homeowners for the year.
· Social
Committee: It was guesstimated that
we had about 50-60 people attend the ice cream social held on August 14th.
The event turned out very well, many attendees gathered and engaged in
conversation with one another. Sue gave a shoutout to Robert Holland for
chairing this successful event. Where was the ice cream coming from?
The ice cream was provided by Vanderwende’s Farm Creamery, Bridgeville,
DE. Do they sell locally? The ice
cream was good! Locations: Bridgeville
site is open daily, Greenwood DE is seasonal; Dewey Beach DE and Fenwick Island
DE are open April thru October, and Philadelphia PA.
· Records Retention Committee: Wendy delivered to the board a Records Retention
Guidelines document outlining the practices to use to maintain
important information for a required period for administrative, financial, legal,
and historical purposes. After discussion, a motion was made by Cathy and
seconded by William to approve the guidelines, as amended. There being no
further questions, the motion was unanimously approved.
· Easement Sub-Committee: William reported on the issues that were occurring
here in the community, specifically the easement area in question coming off
Cross Creek Drive on the boundary between the Sleepy Hollow subdivision and
that of Willow Creek subdivision. On Sept 14th he walked and looked
at different things – area where city maintenance stops and starts with county
maintenance on both sides with Delmarva Power along the high-tension lines;
took measurements to determine where property lines are as to who owns what in
that easement area. The committee (William and Sue) met for review; Sue
conducted more research and summarized her meeting with the City of Salisbury
Planning and Zoning Department.
Overview of Who Owns What on the Easements:
o
Utility
Easement: The measurement for Sleepy Hollow is 25 feet and measurement
for Cross Creek is 75 feet from the middle of the electrical pole. We
own the property and DP&L has been given an easement from the HOA. Sleepy Hollow
is responsible for the maintenance of the 25 feet from the pole center for
mowing and clearing the brush.
o
Forest
Conservation Easement: The trees in the Forest Conservation Easement issue were
researched. According to an email to
David Shipley, previous board member dated February 4, 2010, “The Forest
Conservation Easement that encompassed parts of many residents lots has been
removed from the property. It has been
moved to a mitigation bank off-site.” Sue was informed that if true, the
City would have to have a new plat done, submitted to the City, and recorded.
The City representative was unable to locate a new plat but will continue
searching. If the trees are under the forestation and not off-site, nothing can
be touched in that easement until the City is notified and they inspect the
tree and confirm it is dead.
As a side note, Sue questioned who was responsible for
damage if a tree falls (in the yard, on their fence or house). According to the
City representative, there is an old, but still in effect law (2014) that says whoever’s
property the tree(s) falls in/on, that property owner is responsible to repair
the damage. You can trim a bush or tree that is over hanging on your property if
the trimming does not go past your property line.
Sub-committee Recommendations:
o The sub-committee recognized that there were many
things to consider and still several layers that need to be uncovered. Their suggested
recommendations were presented specific to marking property corners, lawn care
maintenance requirements and signage. Can confirm that (a) the 75 ft from the
center of the pole butts up against all the homeowners’ properties on the Cross
Creek residents’ side and (b) some Cross Creek homeowners are using the Sleepy
Hollow HOA property easement for their personal intent.
It was
determined to give the members of the board an opportunity to peruse and digest
the material presented and allow the committee time to secure written confirmation
from the city on the Forest Conservation Easement plat before meeting to firm
plans on how to move forward on this project.
Unfinished Business:
· Storm Water Management – Pond #2 (Van Tassel | Bell
Creek): This project was approved in
the July meeting, but work delays have moved its scheduled target completion
date. As of October 5th, the installation of the riprap to mitigate
the erosion is set to start in the next two weeks. William stated that during
his walk around the community he and Sue saw several ponds where erosion was
evident around the edges of the ponds (scalloped edges). Wendy mentioned that
wetland plants on the shoreline is a method used to stabilize the pond banks.
Mr. Cain spoke to the past having a Ponds Committee responsible for checking and
recommending shoreline strategies that might be considered to prevent erosion
of the property. The expectation is that City personnel will be performing pond
inspections in spring 2023.
· Tree Ownership/Responsibility – 6024 Tarry Town Road: Recently a list of 7-8 properties were identified by
a city inspector as being in violation of the code for a nuisance tree. A homeowner
cited questioned as to the tree being his or an HOA “street tree.” The board
asked to meet with the homeowner so that we could inspect and make an accurate
determination. If the tree is the property of the HOA, the board will notify
the City to mark their records accordingly. This issue is still outstanding but
is made a part of the minutes to ensure it is tracked and comes to a resolution.
o
Action Item: Karon to contact homeowner to schedule a meeting to look at the tree
and make determination.
· Sidewalk – Repair Responsibility – The City of
Salisbury and Resident Owner: Homeowner Lorrie Dollar forwarded a list of seven (7)
areas that needed sidewalk repairs. Sue believes there are also a couple of
areas around the clocktower. We also received a message from a homeowner that
her sidewalk was disintegrating and wanted to know what the HOA was going to do
about it. We have contacted the City to find out the next steps. Their response
follows: “Sidewalks, Curbs and Gutter Pans are the responsibility of the
homeowner that runs along their property lines. If you have sidewalks that you feel need attention or possibly
replacement, that is managed by The Department of Infrastructure &
Development Department William White – Transportation Project Manager
410-548-3170). You would need to contact their office and they will walk you
through the process for review.” It is a holiday, but we have reached out
to the project manager to secure further information on how the repairs are
scheduled and completed. Sidewalk maintenance in common areas would be the
responsibility of the HOA, and sidewalks located on the frontage of a property
would be the homeowner's responsibility
o
Action Item: Once the
process is outlined by the city, the board will need to create an action plan
for the repairs. A communication will be created and forwarded to the impacted
properties.
New Business:
· Lawn &
Maintenance Contract – 2024 thru 2026: We received a proposal for a new contract from Delmarva Lawn Care, LLC.
It is identical to the current contract with a 5% increase in 2024: no increase
in 2025 and a 5% increase in 2026. The only difference in the contract is that
it does include the same fuel surcharge, but it is capped at $200 like we are
doing now. It was believed that equipment purchases, and certifications were
among the reasons for submitting the 3-year contract in advance. The opinion
expressed was that inflation sits at a little under 8.5% and it would be a
WIN-WIN for the HOA to secure a contract with a 5% increase in 2024 and 2026,
plus either party can get out of the contract with a 30 days’ written notice. I
would hate to see us stuck with these people for 3 more years. That is up
to what the Board decides to do. We [homeowners] don’t have any say who
takes care of our lawns? Exactly.
The board agreed to tie this topic with the work on
the easement – have them look at the work requirements and determine if it warrants
these tasks be added to the new contract or as a separate work order. The board
deferred further discussion on the 2024 – 2026 contract at this meeting. Our
current landscaping and irrigation contract stands through December 2023.
Will the new contract have the same number of lawn
treatments? If it is the same number, he didn’t complete them all this year and
we need to hold his feet to the fire. We acknowledged that we have on record the homeowner’s concerns and
agreed to implement a system starting in 2023 to track on the website as work
is completed by the lawn contractor.
As a new homeowner I am aware that the landscaper
takes care of the front of the house, but not the back of the house. When will
I get mulch—it looks like it hasn’t been replaced in 3 or 4 years. I have a
rose bush in the front of the house, do I pull my own rose bush? It was recommended that the homeowner go online and
report those concerns. Also directed the homeowner to the listing and schedule
of lawn care activities for common areas and the age restricted areas on the
website under the tab <Maintenance of Common Area>.
Open Discussion: Homeowners
Concerns/Comments:
The
floor was opened for general questions and comments.
When do you propose that you will get back to us on the trees in the
Forest Conservation Plan? Sue
plans on reaching out to the city if she hasn’t received anything by weeks end.
The committee will extend a time limit and will ask where we stand if they
haven’t located the plat at that point. William confirmed the committee would
meet and make determinations once all the information is available. I
called my insurance company today and explained the situation –I worry about
the trees, not the ones living, but the ones dead. She told me “If a tree is on a location that
is not yours and it falls on your house, your insurance will cover the damage
(less deductible).” Once the city advises the status of the Forest
Conservation, the committee can meet with a city representative and identify
the trees that are dead and put together an action plan for next steps. Mrs.
Hooker commended Sue and William on a job well done.
Homeowner again expressed discontent about an ARB approval for a
neighbor’s fence that did not follow the standard installation rule of 5 feet
from the property line. There are no consequences – the battle is now hers to
fight. What you are planning to do is a good thing relative to signage, but you
need to make sure we have legal footing. When you
speak about people being out of compliance, raise your hand if you want your
fees tripled so that we can pay an attorney to argue with someone who painted
their shutters the wrong color. Why do we have an ARB if you are not
going to enforce it? The homeowner was asked if she would like to join
the ARB Committee. The problem is your rules are not there. That
is what the committee is for – look at the rules; recommend changes. It
costs thousands of dollars to change the covenants. Any change in a
covenant requires 90% of 193 members to attend a meeting and vote. It is hard
to get enough homeowners to attend and make the quorum to hold an annual
meeting. If you don’t support your group, you can’t expect change to
happen. You can bet the ones that don’t come are the first to complain.
When can we ever expect any improvement – talk about being out of
compliance – our lawns have been out of compliance all summer long with the
grass height with the recommendations from the city. If he would cut the grass
shorter, cut the grass even – it looks terrible. I expected better than what I
was getting. He’s a nice guy, he calls you back, but there is no resolution on
things. Karon directed the
homeowner to look on the website to see the schedule of treatments that are
covered under the contract specific to weeding and broadleaf, etc. She also encouraged
the homeowner to go to the website and document any issue so that the lawn
contractor and lawn committee can address the occurrence as it happens. You
don’t care; all the neighbors will get citations; this is in the age restricted
area. That is not true; we do care.
The
meeting was overextended to accommodate questions, and was adjourned at 8:12 p.m.
·
Next Meeting: The
next Board of Directors meeting is scheduled for March 6, 2023.
Minutes submitted by Secretary, Karon
Dennis “APPROVED” watermark denotes Meeting Minutes approved 06-March 2023
Board of Director’s Meeting Minutes The Villages at Sleepy Hollow Homeowner’s Association, Inc. July 11, 2022 Meeting Location: Cross Pointe Church of the Nazarene, 27765 Nanticoke Road, Salisbury, MD ___________________________________________________________ The
meeting was called to order by the Secretary, Karon Dennis, at 6:30 p.m.
Directors in
Attendance: Karon
Dennis (Secretary), William Jackson (Non-Age
Restricted), Cathy Jennings (Non-Age Restricted), Sue Revelle (Member-at-Large)
and Wendy Bailey (Treasurer). ·
Quorum present? Yes
Karon Welcomed the Homeowners in Attendance: · Rejane Jackson, Dottie Harris, Geoff Harris, Linda
Hooker, Paul Hooker, Lorrie Dollar, Curtis Williams, Cathy Turnbaugh, Evan
Lane, Roy Sowers, Judith Jones, Barbara Powell, Melissa Bugdal, and Gail Fykes, Jarvis Cain, and Julie
Cain. [14 16 Members
present].
President’s Report: · Acknowledgment of Robert Holland’s Resignation: By record of
these minutes, we formerly formally accepted the resignation of Robert Holland as a
member of the Board of Director so designated in his written message dated June
10, 2022. The board took the opportunity to express their sincere gratitude for
his five (5) years of service as a member and Board President. They also
acknowledged his, and his wife’s dedication to the beautification of this
community. He worked many long hours on a vast number of tasks and services for
which we have all benefited. o
In the absence of
a Vice President, the first order of business was to appoint a replacement for
a President to preside. No board member was ready to accept the appointment, so
Karon continued to facilitate the meeting. o
For this and
future meetings, there are five (5) members on the board so a quorum can be met
to continue to work in the community’s best interest. We encourage any
homeowner interested in joining the board to send an email to sleepyhollowmd@outlook.com with a summary of their qualifications and why they
would like to become involved.
· Status of Irrigation Schedule: The run time for the irrigation system was increased
by 30% and the scheduled runs reset for Friday, Sunday, and Tuesday evenings.
Any changes to the schedule are posted on the HOA website. · Community Bulletin Board Vandalism: The board was notified on June 15th that the
bulletin board on the Clocktower building was damaged—large hole in center and
spider cracks in the plexiglass door. As a community handyman, Robert Holland
offered to make the necessary repairs.
Work was completed on June 22nd. ~See Meeting Minutes for further details
on costs. · Ice Cream Social: The ice cream social that was
postponed several times last year because of weather is set for Sunday, August
14th at Raynor Lane from 1 p.m. to 3 p.m. Robert Holland, Chair of this event, has
confirmed with the ice cream vendor, Vanderwende’s, that “it is a go.” An email
blast reminder will be sent to homeowners in advance of the social date. At
present there is no rain date identified. · Fall Community Yard Sale: Our Fall event
is set for Saturday, October 1st with a rain date of October 8th.
Vice
President’s Report: · Architecture
Review Board (ARB) Requests: Since our last Board of Director’s meeting (May
9th), we have had two (2) ARB requests submitted, reviewed, and
approved.
|
Date Submitted
|
Date Approved
|
Location
|
Description
|
1.
|
06/01/2022
|
06/02/2022
|
6080 Tarry Town Rd
|
· Installation of paver patio
|
2.
|
06/12/2022
|
06/15/2022
|
6119 Irving Way
|
· Shed
|
·
We had an
inquiry for an approved fence company list. Did the homeowner contact you about
installation on his property? Cathy confirmed that no further information or ARB
request has been received.
Secretary’s Report: ·
May Board of
Director’s (BOD) Minutes: The
following changes, in part, were recommended to the May 9, 2022, recorded
minutes distributed to homeowners via electronic mail on May 20th and
posted on the website. (1) Spelling
correction in strikethrough and red of the name of homeowner, Tom Haig
Harig, under Robert
Welcome the Homeowners in Attendance. (2) A
correction in wording under Treasurer’s Report | HOA Fee
Delinquency Recap should read “…however, mail at that address is
now being returned to by the post
office.” A motion was
made by William to approve the Draft of the May 9, 2022, minutes, as amended
above. Motion was seconded by Cathy and stands approved. o
Action Item: Karon to remove the DRAFT watermark,
amend the sections disclosed above and add a footnote to denote the date
approved, as amended. Approved/amended copies to be sent to each Board
member and posted on the HOA Website.
· Record of Executive Session: Karon
reported to the members present that the Board went into Executive Session on June
15, 2022, to review the report, pictures, and action plans on the damage to the
Community Bulletin Board. Service request to the local repair person was to
remove, replace and install a new window door panel; then place silicone around
to seal out moisture. The period of service ran from June 16 thru June 21. The
board acted by written consent to accept the action plan to complete the
repairs at an estimated cost at $100. The final expense was $90.93. The motion
made to include the Record of Executive Session in the minutes was unanimously
approved as written.
Treasurer’s Report: · Monthly
Report: The Balance Sheet as of June 30th showed
combined assets in our checking and savings accounts at $337,295.77 (●Bank of Delmarva [checking]
$182.68; ●Reserve Fund at Bank of Delmarva [checking] $86,779.25); ●Money
Market Bank of Delmarva [operating
account] $114,412.82; and ●Reserve Fund CD at
First Shore Federal $135,921.02. Our net income was $89,613.50.) · Budget
Analysis: The year-to-date Budget Analysis delivered to the
Board reflected Total Income ($138,115.59) and Total Expenses ($48,840.12),
with a Net Income in our working fund at $89,275.47. The analysis showed Actual
versus Budget per line item. The
budget target for 2nd quarter would be 50%. Lawn and Irrigation is
below budget because the January invoice billed early was received and paid in
December 2021. Insurance has gone up a little, but otherwise there is nothing
of concern. · Reserve Fund Analysis:
Wendy reviewed with the board the
HOA Reserve Fund long-term schedule and identified several components where the
cost of repairs and replacement could be adjusted based on her recent reserve
fund study she conducted. Those component line items were Sidewalks/Curbs, Storm
Water Management, Irrigation System and the Clocktower. In the past the annual
Reserve Fund had been reduced to $16,321 from $18,821 based on expected
investment income. After this study, the
proposed reserve funding for 2023 is $13,779.
PROPOSED RESERVE FUNDING
FOR 2023
|
PROPOSED
FUNDING
|
LINE-ITEM
CHANGE
|
Irrigation
|
$
9,779.00
|
No Change
|
Clock | Clocktower
|
$ 0.00
|
$( 341.00)
|
Storm Water Management
|
$
3,000.00
|
$(1,930.00)
|
Sidewalks
|
$
1,000.00
|
$(2,771.00)
|
TOTAL
|
$13,779.00
|
|
Refer to “Reserve Fund Analysis” for study details
o
Action Item: Karon to generate and affix an
Addendum to the original Reserve Fund Analysis to show that the 2023 Reserve
Contribution of $18,821 will be reduced by the sum of $5,042 representing the
change in funding in Irrigation, Clock | Clocktower, Storm Water Management and
Sidewalks. As a result, the 2023 net contribution for the budget line item “Reserve
Fund Contribution” is shown as $13,779.
Is there any script on when a sidewalk must be replaced? While walking
my dog I have come across sidewalks that are raised because of a tree root
system. Thus far, we have addressed
areas that may cause a trip hazard. Karon requested the homeowner forward a
listing of the sidewalks in question so that the Board can investigate those
areas further. NOTE: (1) We cannot make repairs and send the bill to the City.
The City of Salisbury must inspect the site, agree to the repairs/shared costs before
work can commence. (2) Current repair cost is $11.56 per square foot for full
demolition and replacement.
The
following details are included as a matter of record and clarification as it
relates to sidewalk repair and maintenance: Historical records from the
meeting with The City of Salisbury on the handoff of the sidewalks states that
the City will pay for ½ of the of the repairs for our sidewalks when the
expense is first approved by the City.
Regardless of the over 55+ or non-age restricted area, each homeowner is
responsible for their sidewalks, and repair. The HOA is
responsible for the common area sidewalks only. The homeowner bears
responsibility for sidewalks and the front footage of their property. · Proposed 2023 Annual Budget: Wendy
reviewed the proposed budget with the board highlighting that (a) used the same
interest amount with the money market fund and reserve fund; (b) a new line
item titled MISC Expenses – Storm Water Fees, Fuel Surcharge. The storm
water fees were coming out of the Reserve Fund, but they are not capital
improvements; (c) no change in the annual HOA assessment from the current year.
Wendy reported that the board needed to approve the proposed budget so that it
can be emailed to all homeowner’s 30 days prior to the October 10th
board meeting, and then formally adopt it at that meeting. Once approved in October, it will be emailed
to the homeowners within 30 days. There
being no questions Wendy asked for a motion to approve the proposed
budget. Karon requested that we hold off
with that motion because the budget included fuel surcharge expenses, and the
board had not discussed or approved this new lawn maintenance contract expense.
Committee Reports: ·
Welcome Committee: Sue thanked Barbara Powell and Judy Jones who have been doing an
excellent job as part of the Welcome Committee. Sue reported that we have greeted
six (6) new residents since the first of the year and three (3) more since our
last meeting.
Unfinished Business: · Interest Rate on HOA Cash: There
was a brief discussion in our May meeting regarding the current interest rate
on the HOA accounts and an interest rate comparison at four (4) banks/credit
unions. The topic was tabled until a process could be verified. A concern was
whether it would be inconvenient to do business at multiple banks when handling
transactions to transfer funds, etc. Wendy reported that there is a credit
union in the post office which would not offer any inconvenience since we
collect our mail in the same building. However, any of them, Discover, American
Express, Citibank, Alliant Federal Credit Union, Tidemark, all have 1% right
now, but their rates will be increasing substantially. Wendy recommended that
(a) we move the two money market accounts [Bank
of Delmarva Reserve and Bank of Delmarva Money Market] to another financial institution where we can receive
a minimum return of an additional $1,200 per year, (b) maximize our return in a
“tiered” rate system by combining the two accounts into one money market and
(c) record all interest in the reserve fund in QuickBooks. It is important to know what is in reserve
and in the regular money market~~QuickBooks breaks down the two accounts, but
the bank would only show it as one. At
present, the move would increase our interest income by $101.88 more (in June difference between 0.18% and 1.00%). Earning a
greater return on our cash benefits the HOA and the homeowner. A motion to move the accounts from the Bank
of Delmarva to Tidemark Federal Credit Union was made by William and seconded
by Sue and stands approved. · Authorized Signers on HOA Accounts: The HOA
financial account(s) require (2) two signatures. Robert, Wendy, and Sue are the
authorized signers. As authorized signers they have permission to write/sign
checks and perform other actions for the owner of the account(s). With Robert’s
resignation, Cathy agreed to be the third signer for the account with the Bank
of Delmarva and the new account to be established at Tidemark. o
Action Item: Wendy to prepare
a letter of intent, provide our Articles of Incorporation, tax ID number, signer’s details, etc. to Tidemark upon closing the accounts at the Bank of
Delmarva.
New Business: · Lawn &
Maintenance Contract – Fuel Surcharge:
Delmarva Lawn Care, LLC had no way of predicting the rising cost of
gasoline and did not write a clause in their original contract. DLC submitted an addendum to the contract
expiring December 31, 2023, to include a fuel surcharge if the price of regular
gas rose at or above $4.00 p/gallon. The formula for calculating the surcharge is
based on usage at 50 gallons per week during the grass cutting period April
through October. Example: If gas was $4.50, the surcharge would be $.50 x 50
gallons, or $25. Note: There would be a
surcharge cap at $50.00 p/week, or a gas price of no greater than $5.00
p/gallon. The calculation and payment would be based on actual gas receipts. To
continue to maintain our good business relationship and practices, a motion was
made by Sue and seconded by Cathy to accept DLC’s fuel surcharge addendum. · Authorization to Sign Contracts: In order
for officers to protect themselves against claims they acted without authority,
a motion by William, seconded by Wendy, the meeting minutes herein record the
board’s approval to authorize the Secretary or the Treasurer to sign contracts
in the absence of a President and/or Vice President. · Storm Water Management – Pond #2 (Van Tassel / Bell
Creek): The board reviewed a proposal
by Delmarva Lawn Care to add five (5) tons of R-4 riprap to shore up the
existing outfalls and around the pipe missing riprap on the Bell Creek side to
firm up the erosion next to it. The dig
out of duckweed vegetation was put on hold until the pond inspection by the
City expected in 2023. A motion by Cathy,
seconded by William was made to proceed with the work to mitigate erosion on
Pond #2 at the cost of $1,300. Work will be scheduled on Saturdays with the
expectation that the job would be finished by the end of August. · HOA Records Retention Policy: The subject of
records retention was identified as a topic of discussion. As a starting point for the Association to
develop its own records retention policy, Karon asked that a committee of at
least two (2) board members be appointed to perform a study and make a recommendation
to the board on suggested guidelines of the records it needs to maintain. Sue
and Wendy volunteered for the Records Retention Policy Committee and will
target the October meeting to present their recommendations to the board. · Easement behind Cross Creek: Delmarva Lawn Care notified the board that there is
(1) a fallen tree that is hanging over a fence and needs to be removed – cost
$150; (2) Cut back the tree line 6’ to 8” in that same area – cost $500; (3)
clear-cut and remove all vines, new trees (not part of the plat), brush
– cost $1,500—all original Leyland cypress trees would be preserved. Stumps
would not be ground. Note: The price for Item (3) includes Items (1) and
(2). Sue has walked the easements (Cross Creek and Bell Creek) and suggested that we have a committee look at these
areas before we take any action. Are the easements in question ours (Sleepy Hollow)
or the adjacent communities? Sue and William volunteered as committee members
to address and get clarification on Items (2) and (3); they will include
Carl Cottingham in their discussions and research. Karon to provide the Easement Committee with a
copy of the HOA plat for reference purposes.
A motion was made by Cathy and seconded by William to approve the cost
for Item (1) to remove the fallen tree. o
Action Item: Wendy to notify
DLC to proceed with the work outlined in Item (1) and request a separate
invoice for billing/payment purposes. · DP&L Encroachment from Cross Creek Homeowner: Homeowner Cathy
Turnbaugh had notified the HOA about her neighbor’s fallen tree and easement
maintenance. She stated that Mr. Holland
had informed her that the easement running behind the Sleepy Hollow resident’s
homes on Cross Creek Drive belongs to Sleepy Hollow (40 feet). She also
highlighted the use of the easement property as a personal backyard driveway by
a Cross Creek resident. Questioned as to
who is responsible for easement maintenance and can anything be done about the trespassing
of the other development homeowner? The
board turned over these concerns to the Easement Committee to address during
their upcoming study.
Open Discussion: Homeowners
Concerns/Comments:
The
floor was opened for general questions and comments.
Is anyone else concerned about the houses being added in Sleepy Hollow?
Are we expanding the community? Karon confirmed that there were 16 vacant
lots that the developer sold. The new
owner has been building new construction homes on those lots. We have a total of 193 homes/lots that make
up The Villages at Sleepy Hollow.
On the easement behind Cross Creek and Bell Creek, Carl had indicated
that it wasn’t being mowed around the sprinkler system. Is that considered common area? Some sections
are being taking care of by homeowners and other sections are all weeds. If it
is common area, are we seeding and fertilizing the grounds? With an easement we are not required to seed or
fertilize the property, but it should be manicured. The area was mowed once it
was brought to the board’s attention. On the Cross Creek to Bell Creek to
Fuller Lane easement, there is a triangle of trees that is a mess. It is encroaching the property fence and
tree(s) at 6078 Bell Creek.
Karon asked the new Easement Committee to include these properties in
their task assessment.
Concerns expressed by homeowner regarding (1) a neighbor’s fence that
was built on property line and (2) the lack of maintenance in the forest area
behind their home and others in the community. Who is responsible for fallen
trees or trees falling on residential property? (1) Cathy confirmed that any fence that is approved
by the Architectural Review Board should be installed 5’ inside the property
line. (2) In the past, the board has
discussed the areas known as “Forest Conservation Easements.” These areas are
protected, and you are prohibited from clearing any tree, bush, or vegetation. A
homeowner stated that 16 years ago, there were metal signs in the ground that identified
these areas. Karon asked the new Easement Committee to investigate the Forest
Conservation area(s) further to determine who is responsible for maintenance
and removal of fallen trees and the contact information on who to call when a
resident experiences damage to their property.
A homeowner reported damage to the back of his property – multiple holes
in the siding that look like they were made by a pellet gun – will require
three sheets of aluminum siding be replaced. Was wondering if anyone else had experienced
a similar problem. A police report is in the process of being filed by the
homeowner. Karon reported that to date, there have been
no reports of damage of this nature to any other property.
Homeowners
present at the meeting thanked the board for their continuous hard work on
behalf of the community.
There
being no further business, the meeting was adjourned at 7:55 p.m. ·
Next
Meeting: The next Board of Directors
meeting is scheduled for October 10, 2022.
Minutes submitted by Secretary, Karon
Dennis “APPROVED” watermark
denotes Meeting Minutes approved 10-October 2022, as amended
Board of Director’s Meeting Minutes The Villages at Sleepy Hollow Homeowner’s Association, Inc. May 9, 2022 Meeting Location: Cross Pointe Church of the Nazarene, 27765 Nanticoke Road, Salisbury, MD ___________________________________________________________ The
meeting was called to order by the President, Robert Holland, at 6:35 p.m.Directors in
Attendance: Robert
Holland (President), Karon Dennis (Secretary), Wendy Bailey (Treasurer)
William Jackson (Non-Age Restricted), Sue Revelle (Member-at-Large)
and Cathy Jennings (Non-Age Restricted).
Quorum
present? Yes
Robert Welcomed the Homeowners in Attendance:
·
Rejane Jackson,
Nancy White, Linda Hooker, Paul Hooker, Julia Cain, Tim Haig Harig, Jarvis Cain, and
Terry Dunn. [8 Members present].
President’s Report:
· 2022 Board of Directors: Robert
confirmed the board of director’s appointment of officers noting one open
position as the role of Vice President.
· Status of Irrigation Annual Maintenance and Season
Schedule: There was delay in the annual
start-up due to a death in the owner’s family in Australia. There is a schedule
on the website [Maintenance of Common
Areas] which highlights the monthly work covered in our
contractual agreement that the contractor performs. There is a caveat however, that
if certain weather conditions prevail, work as outlined may be delayed or suspended.
For example, our weekly grass cutting occurs every Friday. It was not
accomplished last week because the grounds were so wet. This week we were
notified that the schedule must be moved forward to Wednesday or Thursday because
of expected rain on Friday. We appreciate how accommodating and flexible our
lawn contractor is in keeping our grounds thriving all year round.
· Community Yard Sale: Last week’s yard sale was
postponed due to weather, so the Spring event will be this Saturday, May 14th.
Our Fall event is set for October 1st with a rain date of October 8th.
· HOA Committees Notification: An action item
from our annual meeting was to provide our membership with a listing of the
committees established in Sleepy Hollow. An email communication was sent on
April 20, 2022, describing the different types and benefits of HOA Committees along
with a complete listing of active and inactive Sleepy Hollow Committees.
o Mr. Hooker, who
volunteered on the Irrigation Committee, reported that the response to issues
he has submitted via the Website have been managed quickly. The contractor has
responded the same day; he [Carl
Cottingham] does an amazing job of
monitoring. Also reported that 28100 Cross Creek Dr. needs extra heads because
of the yard size; has had communication with Auscare and the board on this
issue.
Vice
President’s Report:
· Architecture
Review Board (ARB) Requests: Since our last Board of Director’s meeting (March
7th), we have had nine (9) ARB requests submitted, reviewed, and
approved.
|
Date Submitted
|
Date Approved
|
Location
|
Description
|
1.
|
03/07/2022
|
03/10/2022
|
28065 Cross Creek
|
· Landscaping
|
2.
|
03/08/2022
|
03/11/2022
|
6052 Tarry Town
|
· Concrete patio, gazebo & vinyl fencing
|
3.
|
03/22/2022
|
03/23/2022
|
28100 Cross Creek
|
· Planting backyard trees & painting shutters
|
4.
|
03/18/2022
|
03/25/2022
|
6033 Bell Creek
|
· Shed
|
5.
|
03/23/2022
|
03/27/2022
|
28060 Cross Creek
|
· Landscaping and stepping stones
|
6.
|
03/28/2022
|
03/29/2022
|
6038 Bell Creek
|
· Plantings and raised garden bed
|
7.
|
04/08/2022
|
04/08/2022
|
6199 Tarry Town
|
· Tree plantings along fence line
|
8.
|
04/19/2022
|
04/21/2022
|
5966 Fire Fly
|
· Paint back deck and add landscape area
|
9.
|
04/26/2022
|
04/30/2022
|
6013 Bell Cree
|
· Steel railings on back deck
|
· As a homeowner we want to add a black railing to our
front porch. Does that have to be presented to the ARB Committee? Cathy confirmed
that the improvement would need to be submitted to the committee via email at sleepyhollowmd@outlook.com. The request would be redirected to the committee for
processing.
o
Action
Item: Mr. Holland will forward to the homeowner the
name of the contractor who has installed railings in the community.
Secretary’s Report:
· Compliance with Title 11B of the Maryland Homeowner’s
Act: On March 19, 2022, we received an acknowledgement from new Board
Member, William Jackson, that he read and understood the terms set forth with
the State of Maryland regarding conducting board meetings.
· March Board
of Director’s (BOD) Minutes: A motion
was made by Wendy and seconded by Cathy to approve the March 7, 2022 meeting minutes
as published; motion passed unanimously.
o
Action Item: Karon to
remove the DRAFT watermark and add a
footnote to denote the date approved. Approved copies will be sent to each
Board member and posted on the HOA Website.
· Request for Contact Information: Karon
reported that letters were sent to three (3) homeowners requesting they
complete and return the HOA contact information sheet, so we have authorization
to communicate with them via electronic mail. These properties settled in
December 2021, January, and March 2022. The original document was included with
their welcome letter, so this is a second request for authorization.
Treasurer’s Report:
· Treasurer Position Transition: Wendy
publicly acknowledged that the transition of the Treasurer’s position would not
have been possible without Robert’s knowledge of procedures and QuickBooks. She
was very appreciative of his help with all the moving parts and expressed her
gratitude to both Robert and Karon for their time and assistance.
· Monthly
Report: The Balance Sheet as of April 30th
showed combined assets in our checking and savings accounts at $354,917.68 (●Bank of Delmarva [checking]
$792.10; ●Reserve Fund at Bank of Delmarva [checking] $88,468.58); ●Money
Market Bank of Delmarva [operating
account] $130,074.01; and ●Reserve Fund CD at
First Shore Federal $135,582.99. Our net income was $107,235.41.
·
Additional items listed on the Balance Sheet showed the current interest
rate on our accounts and an Interest Rate Comparison for Money Market and
Reserve Accounts at four (4) banks/credit unions.
Bank of Delmarva Reserve
Fund
|
0.18%
|
Bank of Delmarva Money
Market (holding account)
|
0.20%
|
First Shore Federal
Reserve Fund CD
|
1.00%
|
The yield that we are
getting on interest rates on our Reserve and Money Market accounts are less.
Data was collected at American Express, Alliant Federal Credit Union, Discover
Bank and Capital One and showed rates at 0.60%. Wendy asked if the Board would
like to entertain a discussion about looking to increase our return on that
money. Robert stated that we do not take time to discuss our thoughts back and
forth at this meeting but instead suggested we talk about it electronically. If
we come to an agreement, we can announce it at the next meeting providing discussion
points and decision made. Sue agreed it was a topic into which we should look. Wendy
indicated the rates will continue to go up and should be around $450-$600
additional in a years’ time. Robert noted that it was a matter of convenience
that the banking was set up this way [account closed and transferred from First Shore
Federal to the Bank of Delmarva to eliminate travel to withdraw]. Extra money is nice but to
consider breaking an account(s) to different banks requires you to travel to
those different banks because you cannot perform transactions electronically. Wendy
stated that those listed would have to be electronic transactions because they
are not “brick and mortar” institutions which is why we would get a higher
rate. Robert disclosed that in his conversation with the Bank of Delmarva, on-line
transactions could not be done on any account that required two-party
signatures; they could only be in-person or on the telephone. Robert asked that
the discussion be tabled so that the board could weigh the pros and cons before
making a decision that is best for the community. William asked that the
process be verified prior to the next meeting.
· Budget
Analysis: The year-to-date Budget Analysis delivered to the
Board reflected Total Income ($138,051.11) and Total Expenses ($30,815.70),
with a Net Income in our working fund at $107,235.41. The analysis showed
Actual versus Budget per line item. The Budget Target for the 4th month
is 33.33%. Items that have already reached budget are expenses that are paid on
a yearly basis.
· HOA Fee
Delinquency Recap: We have one (1) delinquent
property, and the home is in foreclosure. It has been two (2) years with little
activity; however, mail at that address is now being returned to by the post
office.
Committee Reports:
·
Welcome Committee: Since the beginning of the year, Sue reported that we have had eight
(8) new residents move into the community. Properties for sale have been
turning quickly however we may see a change with mortgage rates and
construction costs going up.
Unfinished Business:
· City of Salisbury – Pet Waste Station program
availability: Robert reported that communication with the city
indicated that they provide and maintain a pet waste station within the City Park
Dog Park area, but they are not aware of any planned pet waste program that
expands beyond this puppy recreation area.
· HOA Board Task Reassignments: An update on
the reassignment status of duties was provided.
TASKS MANAGED
BY HOLLAND
|
REASSIGNMENT
OF RESPONSIBILITY
|
PRESIDENT
|
Robert Holland continued appointment
|
VICE PRESIDENT
|
[Currently Remains Open]
|
TREASURER
|
Wendy Bailey
|
BOOKKEEPER
|
Wendy Bailey
|
ARB COMMITTEE
|
Cathy Jennings
|
LAWN COMMITTEE
|
Delmarva Lawn Care
|
IRRIGATION COMMITTEE
|
Delmarva Lawn Care
|
ANSWERWING SERVICE
|
Robert Holland
|
MAIL PICK-UP
|
Wendy Bailey; William Jackson—Alternate
|
PLACEMENT OF NOTIFICATION
SIGNS
|
Sue Revelle
|
o Action Item: Robert requested that Wendy contact the USPS
and determine the number of keys we are supposed to have; he recommended that
we have a minimum of four (4) keys. Currently, there are two (2) keys held by
Wendy and Karon. Wendy will get a key to William and maintain a key assignment
log.
· Ice Cream Social: Robert reported that the social
is still anticipated for Sunday, August 14th. Updates will be
provided as we get closer to the event.
New Business:
None
Open Discussion: Homeowners Concerns/Comments:
The
floor was opened for general questions and comments.
Are all the lots sold within Sleepy Hollow? Yes, all open lots and those under construction are
owned by Amber Ridge II, with one exception (6060 Bell Creek Drive) which
is privately owned. Concern expressed about the grass cutting; Bill
Martin (Developer) always kept the properties clean and well-kept. Robert
reported that he had recently sent a letter to Amber Ridge and the private
homeowner that their respective lot(s) need cutting and cleaned up. Amber Ridge
quickly acknowledged; no response had been received by the private member.
So, a lot that is empty has no irrigation? Clarification made by Robert: A vacant lot that is a building lot does not
have irrigation except for the shared heads that are at the houses next door.
The builder has an irrigation contractor who installs all the sprinkler heads
and puts a turn up (pipe) out of the ground when the build phase is ready. They
then contact and pay the HOA irrigation contractor to make the connection so
that it works. A new resident confirmed the process as stated. The HOA contractor
recommended they get additional heads and the builder’s irrigation contractor
installed them and the HOA contractor came back and adjusted.
Homeowner reported the lot next door to their property has no
irrigation and a 1/3 section of their yard has no irrigation either. The
previous owner of 16 years contracted a landscaper that we continue to use. We repeatedly
tell them that they must go all the way over to the empty lot to mow our
property – they only cut around the house. A big part of our yard does not have
grass and the lot next door is weeds. To clarify Robert stated, the lot to the right of your property is a
vacant lot. Correct. The area you are speaking about is a part of
your property and because you have a corner lot it goes all the way over to the
corner. That is not the problem – the plot of land near the vacant lot,
has no irrigation. They (developer) only put irrigation around the house,
including the side of our lot because it is a corner house. We had the property
surveyed (was not previously done) and that entire section next to the vacant
lot was not included when the irrigation system was installed.
o
Action Item: Robert agreed
to look at the property because it was his understanding that the concern was
the left side of the house; the HOA response was based on that information. If
it is a case where it is supposed to be shared heads, then we will see if there
is something we can do about it. If it can be determined that there is
something missing or not working, then we can consider that.
As a new board member, William noted there is a series of wells and
pumps around the subdivision that draw for the irrigation. What is the plan of
the HOA to maintain those wells and pumps? How long has it been since those
wells and pumps have been worked on and is there a plan in terms of budgeting
that so many will be done each year?
The Reserve Fund covers high dollar expenses like replacing wells, well pumps, and
parts of the irrigation system. Will there be an annual cost for the
homeowners? No – it is part of the Reserve Fund. The caveat, each year
through dues every homeowner pays their portion of the budget. There is an
amount of money set aside in the budget for the Reserve Fund which covers
things outside of irrigation like clocktower repairs, sidewalks in common areas
and other infrastructure items. As far as maintenance, the irrigation company
checks and services the system on an annual basis. Wendy stated we are required
to do an official study of reserve funding. There was a fair amount of work
done initially that looked at the life expectancy on the wells, sidewalks, and clocktower
so at one point it was around $20,000 a year. Expect that we are due for an in-depth
review, especially for the storm water management system; because of Robert’s
knowledge so much work has been done on ponds that we might be over reserving. There
were not any serious issues reported in our last inspection because we had
dealt with sedimentation issues. Robert also stated as a follow-up on wells, that
initially we had two wells/pumps that had too many zones on them. The board at
that time determined that they needed a second well for those two locations. That
is why at those two locations there are two wells to split the zones. It costs
approximately $17,000 to drill a new well and replace a pump.
o
Action Item: Karon to
forward an electronic copy of the initial Reserve Fund Analysis and a map of
the well locations to William for his review and information.
o
Action Item: Wendy
suggested that we look at the Reserve Fund this summer before preparing the
budget.
Homeowner summarized that most of his concerns about the irrigation have
been spelled out. When the contractor comes to hook up the system will he be
able to look at and consider my suggestions as to where I might think another head
might be placed? The person who
comes to hook it up the system [HOA contractor] will start the system
and ensure that it is running properly and adjust any heads as needed. If they
recommend additional heads, you then contact the builder’s contractor to
request the additional head(s). The builder’s contractor would install any new
additional heads. (NOTE: This process was confirmed by a new homeowner who
recently had their property hooked up.)
Is there any information on the lot beyond the stop next to the Raynor
Lane property? His realtor advised him that it was land locked. When this property was built the intent was that they
were going to buy the farm and continue it on through. In 2008, everything fell
out. There used to be a red sign that said “dead end street” but the tree guy may
have torn it up and got rid of it. If so, the city might replace it. There is
no plan now for anything to happen beyond that property ends which is the
farmland.
o
Action Item: Robert to
contact the City of Salisbury to determine if the former sign can be replaced.
There
being no further business, the meeting was adjourned at 7:38 p.m.
·
Next
Meeting: The next Board of Directors
meeting is scheduled for July 11, 2022.
Minutes submitted by Secretary, Karon
Dennis
“APPROVED” watercolor mark
denotes Meeting Minutes approved 11-July 2022, as amended
Board of Director’s Meeting Minutes The Villages at Sleepy Hollow Homeowner’s Association, Inc. March 7, 2022 Meeting Location: Cross Pointe Church of the Nazarene, 27765 Nanticoke Road, Salisbury, MD ___________________________________________________________
The meeting followed the
adjournment of the Annual Homeowner’s Association Meeting and was called to
order by the President, Robert Holland, at 7:37 p.m.
Directors in Attendance:
Robert Holland (President/Acting Treasurer), Karon
Dennis (Secretary), Sue Revelle (Member At-Large), Wendy Bailey Member-at-Large),
Cathy Jennings (Non-Age Restricted) and newly installed member
William Jackson (Non-Age Restricted).
· Quorum present? Yes
Robert
welcomed the Homeowners in attendance:
There were three (3) members
in attendance: Evan Lane, C. Paul Hooker,
and Linda Hooker.
President’s Report:
· 2022 Board of
Directors – Officer Appointments: The Board voted to designate officer
positions at the first meeting of the new board. We currently have six (6)
board members.
o
Incumbent Sue
Revelle and new nominee William Jackson ran unopposed
o
William’s
position on the Board is confirmed as a Non-Age Restricted Member, whose term expires
in 2025.
The
Board Members unanimously agreed to 2022 – 2023 appointments as outlined below.
2022 Officers
|
|
President
|
Robert Holland
|
Vice President
|
[open]
|
Treasurer
|
Wendy Bailey
|
Secretary
|
Karon
Dennis
|
NOTE:
(a)
The Vice
President’s position oversees the Architecture Committee chair. Cathy Jennings is
currently on the Architecture Review Board (ARB) Committee and stated that she
would think about the Vice President’s position.
(b)
Sue Revelle will
remain as the Welcome Committee Chairperson.
· Discussion of HOA Board Tasks: Robert passed
out a list of the duties he currently performs. A discussion followed with
reassignments as shown below. Ideas regarding lawn and irrigation reporting are
in the process of being worked out with the HOA lawn contractor. The board was
asked to continue to review the list and provide any feedback.
TASKS MANAGED BY HOLLAND
|
REASSIGNMENT OF RESPONSIBILITY
|
PRESIDENT
|
Robert Holland continued appointment
|
VICE PRESIDENT
|
|
TREASURER
|
Wendy Bailey
|
BOOKKEEPER
|
Wendy Bailey
|
ARB COMMITTEE
|
|
LAWN COMMITTEE
|
|
IRRIGATION COMMITTEE
|
|
ANSWERWING SERVICE
|
|
MAIL PICK-UP
|
Wendy Bailey; William Jackson--Alternate
|
PLACEMENT OF NOTIFICATION
SIGNS
|
Sue Revelle
|
Treasurer’s Report:
· Monthly
Report: The Balance Sheet as of March 7th disclosed
combined assets in our checking and savings accounts at $358,486.96 (●Bank of Delmarva [checking]
$2,365.73; ●Money Market Bank of Delmarva [operating account] $132,442.47; ●Reserve
Fund CD at First Shore Federal $135,249.50 and ●Reserve
Fund [checking] at Bank of Delmarva $88,429.26).
With an accounts receivable adjustment (-$85.00), the Total Current Assets are
$358,401.96.
· Profit and
Loss Budget versus Actual: A year-to-date Profit and Loss Statement (January – March
7, 2022) delivered to the Board under separate cover showed Total Income ($133,448.26)
and Total Expenses ($22,569.07), with a Net Income in our working fund at
$110,879.19.
Is
the Reserve Account at the Bank of Delmarva a money market? No. Wendy indicated that we may be able to secure a
higher interest rate through the credit union. A study may be done to determine
if we can secure a better interest rate at another institution for presentation
to the board later.
o
Action Item: Robert to provide Wendy with the current interest rates on the HOA money
market accounts.
Secretary’s Report:
· Board of
Director’s Meeting Minutes: The following changes to
paragraph, in part, were recommended to the October 11, 2021, recorded minutes
distributed to homeowners via electronic mail on November 3rd and
posted on the website.
Correction
on references to “sinkhole” shown in strikethrough and red under Open Discussion: Homeowner’s Concerns/Comments, excerpt
follows:
o
Wendy
brought to the board’s attention that the Post Office has reported that there
are places within the community where the road is caving in. When it becomes a
delivery issue, the carrier will not deliver the homeowner’s mail. USPO has
recently cited a home on Van Tassel Way. Sue stated that she had contacted The City of Salisbury four months
ago to have the street repaired (sink whole sinkhole).
City workers look at it, put asphalt on top and within two weeks the hole/sink
sinkhole reappears….
Sue
made a motion to approve the Draft of the October 11, 2021, minutes, as amended
above. Cathy seconded the motion and stands approved.
o
Action Item: Karon to
remove the DRAFT watermark, amend the
sections disclosed above and add a footnote to denote the date approved, as
amended. Approved/amended copies will be sent to each Board member and posted on
the HOA Website.
Open Discussion: Homeowner’s Concerns/Comments:
With the current increase of fuel in today’s market,
Wendy asked if the Board should discuss being proactive and consider offering a
fuel subsidy to our Lawn and Irrigation Contractor, Delmarva Lawn Care. Robert reported that he
spoke to Carl Cottingham who stated he had no intension of requesting/imposing
a fuel charge during this contract that runs through 2023. It is expected,
however, that the rates will go up with the next bidding process.
· There being no further questions, the meeting was
adjourned at 8:05 p.m.
· The next scheduled Board of Director’s meeting is May 9, 2022.
Minutes submitted by Secretary, Karon Dennis
“APPROVED” watercolor mark denotes Meeting Minutes approved 9-May, 2022
2021
Board of Director’s Meeting Minutes The Villages at Sleepy Hollow Homeowner’s Association, Inc. October 11, 2021
Meeting
Location: Cross Pointe Church of the
Nazarene, 27765 Nanticoke Road, Salisbury, MD
___________________________________________________________
The
meeting was called to order by the President, Robert Holland, at 6:35 p.m.
Directors in
Attendance:
Robert
Holland (President/Acting Treasurer),
Karon Dennis (Secretary), Sue Revelle (Member At-Large), Wendy Bailey (Member
At-Large) and Cathy Jennings (Non-Age Restricted).
o
Quorum present? Yes
Robert Welcomed the Homeowners in Attendance:
·
Jarvis Cain, Julie
Cain, Pat Santoni, Vonnie Williams, Curt Williams, Nancy White, Linda Hooker,
Paul Hooker, Harold Brown, Dottie Harris, Geoff Harris, Susan Rainy, Roy Sowers
[13 Members present].
President’s Report:
· Ice Cream Social: Rescheduling this event three
times was not magical. We tried and tried but could not pull it off because of
weather conditions. It is the Boards hope that we will be successful in
securing a time next year to bring the community together.
· Reminders Documented for the Meeting Minutes: (1) When you park your vehicle on the street, make
sure you are parking in the right direction. If the police happen to drive
through the neighborhood or someone has called/filed a complaint, homeowners
can be fined. (2) RVs or boats cannot be parked in the driveway or street for
an extended period. (3) The City Police Department is responsible for street
parking violations and may give a warning, however, they can issue a fine
between $25-$40 for these violations.
· Yard Sale: Had a wonderful day for this event with several
homeowners within the neighborhood showing all their treasures for sale they no
longer want or need.
· Irrigation and Lawn Services: Robert
expressed that the services this year has gone well and improved over the year.
Delmarva Lawn Care is a small company, but they have been very responsive.
o
We have
lots of sand burs everywhere on Tappan Lane. Robert clarified that the HOA provides general lawn
maintenance. We fertilize, spray for certain weeds (broadleaf, clover). He
would, however, ask Carl to perform an inspection and advise his
findings/recommendations.
o
When it
rains on Friday (our scheduled grass cutting day), do we have to wait until the
next week to get the grass cut?
If missed on Friday and the grounds are dried out enough by Monday or Tuesday, the
lawn contractor will cut it then. If it is too wet, you will see a delayed
sequence. Carl monitors the weather constantly—if there is going to be a heavy
rain Friday, he will cut on Thursday.
o
Last topic is the
weed called nutsedge. In the past, the HOA was spraying for nutsedge which
turned every yard brown. The problem with nutsedge is when you spray and kill
it, you need to overseed in seven (7) days. There was no policy to overseed.
The current Board took nutsedge out of the lawn and maintenance contract and
advised homeowners at that time to contract a lawn service if they continued to
have an issue with this weed.
Vice
President’s Report:
· Architecture
Review Board (ARB) Requests: Since our last Board of Director’s meeting (July
12th), we have had five (5) ARB requests submitted, reviewed,
and approved.
|
Date Submitted
|
Date Approved
|
Location
|
Description
|
1.
|
07/26/2021
|
07/27/2021
|
5917 Tappan
|
· Master Bathroom Window Removal
|
2.
|
07/31/2021
|
08/05/2021
|
6095 Tarry Town
|
· ARB Waiver Approved on Painting Shutters & Door
|
3.
|
08/12/2021
|
08/12/2021
|
6001 Fire Fly
|
· Repaint Shutters & Door; Paint Chip provided; No
letter required
|
4.
|
09/02/2021
|
09/08/2021
|
5922 Tappan
|
· Approved Privacy Fence
|
5.
|
09/25/2021
|
09/28/2021
|
5970 Tappan
|
· Approved Shutter Painting
|
IMPORTANT NOTE
for future reference regarding exterior painting of shutters and doors:
o
If you are
painting like-for-like color, such as black for black, no ARB approval is
required.
o
Any variation from the existing HOA approved color pallet, regardless
of how close and without exception, the homeowner must supply the ARB
Committee an exact color paint chip matching the desired hue when submitting
their written request for approval.
Secretary’s Report:
· July Board of
Director’s (BOD) Minutes: The Board
unanimously approved the motion made by Wendy and seconded by Cathy, to approve
the minutes from the July 12, 2021 meeting.
o
Action Item: Karon to
redistribute the approved minutes to all the Board Members and update the
Website.
· Record of Executive Session: Karon
reported to the members present that the Board went into Executive Session on July
14, 2021, to review a written request from Delmarva Lawn Care, LLC specific to
the HOA’s Landscape Management Contract for a one (1) year extension to include
the calendar year 2023. Delmarva Lawn Care planned to make a large investment
in equipment to perform fertilizing and herbicide treatments in 2022 rather
than contracting the work to an independent company. The contract extension
would assist them in recapturing their investment. The Board acted by unanimous
written consent to accept the request to extend the Landscape Management
Contract dated 1-September 2020 to include an extra year for the period January
1, 2023 through December 31, 2023. The 2023 annual contract cost would stay the
same as in 2021 and 2022. All other terms and conditions remain unchanged and
will continue in force through the denoted extension period. The Record of
Executive Session minutes were distributed to the Board of Directors on July 16,
2021. Sue motioned to approve the Executive Session minutes; seconded by Wendy.
The minutes stand approved as written.
Treasurer’s Report:
· Monthly
Report: The Balance Sheet as of October 10th
showed combined assets in our checking and savings accounts at $282,876.02 (●Bank of Delmarva [checking]
$1,264.66; ●Money Market Bank of Delmarva [operating account] $93,095.28; ●Reserve
Fund CD at First Shore Federal $134,909.45 and ●Reserve
Fund [checking] at Bank of Delmarva $53,606.63).
With an accounts receivable adjustment (-$1,175.60), the Total Current Assets
are $281,700.42.
o
Wendy inquired as to what would cause the negative
Accounts Receivable (AR) balance of $1,175.60? Money that has not been
reconciled for payment of fees.
o
Action Item: Robert to get back to the
Board on this issue. COMPLETED 10-21-2021
The HOA CPA
reviewed the Balance Sheet. The negative AR amount was the result of (1) a
homeowner who paid their 2022 HOA assessment in advance, and (2) other small
credits. Robert will make an adjustment when the 2022 bills are processed in
December.
· Profit and
Loss Budget versus Actual: The year-to-date Profit and Loss Statement (January 1–
October 10, 2021) delivered to the Board reflected Total Income ($140,379.54)
and Total Expenses ($97,276.93), with a Net Income in our working fund at $43,102.61.
o
If you have a catastrophic event of some kind, like
something happened to one of the ponds, what would you fall back on? The Reserve Fund. Apart
from large-scale maintenance and repair projects, HOA reserve funds are used in
case of unexpected damage and emergencies. We have $228K in reserve now. A
reserve plan based on life expectancy of every component was initially set-up.
· Annual
Reserve Fund Contribution: The 2021 contribution of
$16,321.00 was transferred from the Money Market Account to the Reserve Fund
Account in the name of The Villages at Sleepy Hollow HOA on September 7, 2021.
· HOA Fee
Delinquency Recap: For July we had two (2) delinquencies for
the calendar year – one (1) sent to collection agency and one (1) property in foreclosure.
Robert reported that the account sent to collection was paid in full, including
penalties/attorney’s fees. The other property (5952 Tappan Lane) remains in
foreclosure (HUD – reverse mortgage).
· 2022 Proposed
Budget – Review and Approval: The Preliminary Budget and Budget Comparison
was distributed to the members in attendance [See ATTACHMENT I and ATTACHMENT II made
a part of these minutes].
o
Robert highlighted
the changes from 2021 versus 2022: (a) Increases in General Expense line items Audit ($50), Insurance – Liability and Bond ($116) Post Office Box Rental
($40); Web Page ($384); (b) Decrease
in annual Reserve Fund Contribution (-$1,679)
~~see note below re Addendum to Reserve Fund Analysis.
o
Are all
sidewalks covered under the Snow Removal expense? No. Snow is only removed on the common area
sidewalks; removal is done by the lawn care servicer.
o
An increase in
the number of homes in the Non-Age Restricted Area went from 95 to 103. NOTE: All of
the lots in the community have been sold; total number of homes equals 193.
o
Assessment
comparison from 2021 versus 2022 …
Dues Assessment
|
2021
|
2022
|
Age
Restricted (90 homes)
|
$1,083
|
$1,076
|
Non-Age
Restricted (95 vs 103 homes)
|
$ 394
|
$ 387
|
o
An Addendum will
be generated and affixed to the Reserve Fund Analysis to show that no increase
was required for the 2022 Reserve Contribution of $18,821 but was instead
reduced by the sum of $2,500 in recognition of the expected 2022 Interest on Reserve Fund CD. As a
result, the 2022 net contribution for the budgeted line-item Reserve Fund Contribution is shown as
$16,321. Karon requested a motion to approve the Addendum for a reduction of
the 2022 Reserve Fund Contribution to $16,321 considering the interest to be
received. The motion was made by Sue and seconded by Wendy.
o
Wendy
complimented Robert on his preparation of the new budget and budget comparison.
o
Can we get
a copy of the actual expenses versus proposed budget that shows what has been
spent to date? The Treasurer presents the Board with a Profit and
Loss Statement at each meeting that shows the actual expenditures compared to
the budgeted amount. At year-end, homeowners receive a copy of the Profit and
Loss Statement in their Annual Packet (sent by 31-January of the new year)
which shows the revenues and expenses and resulting profit or loss over the
previous calendar year.
Robert requested a motion
to approve the 2022 Preliminary Budget. Motion was made by Cathy and seconded
by Sue.
· Robert hand delivered to each board member a copy of
the Accountant’s Compilation Report for the year ended December 31, 2020, as
prepared by Philip P. Wheatley, CPA, LLC, Certified Public Accountant.
Committee Reports:
·
Welcome Committee: Sue reported there have been 13 new
homeowners move to Sleepy Hollow since the first of the year. She was also
happy to report that the committee has secured new literature for the welcome
bags!
Unfinished Business:
· Status Update – Delmarva Power – Vegetation Management
Project: DP&L’s contractor, Asplundh Tree Service,
completed the trimming of trees and/or other vegetation from the Pemberton 2
Substation at the back of Tappan Lane through DP&L’s right-of-way corridor
along Van Tassel Way, Bell Creek Drive and Cross Creek Drive. The project was completed
in mid-August.
· Status Update – Storm Management Systems – Spraying
Invasive Vegetation: Two bids for spraying invasive growth around
the pond rip rap was offered by several companies and ranged from $5,000 or a
yearly plan for 3 years. Presently our lawn service contractor is weed-whipping
the areas and spraying dry rock with Roundup which is working very well.
New Business:
· Tree Trimming – Storm Management Systems: Robert
reported he is in the process of securing two (2) bids for tree services to do
minor trimming around the front pond (wild willow) and any other pond that may
have overgrowth.
Open Discussion: Homeowners
Concerns/Comments
The
floor was opened for general questions and comments.
Wendy brought to the board’s attention that the Post Office has
reported that there are places within the community where the road is caving in.
When it becomes a delivery issue, the carrier will not deliver the homeowner’s
mail. USPO has recently cited a home on Van Tassel Way. Sue stated that she had contacted The City of
Salisbury four months ago to have the street repaired (sink whole) sinkhole. City
workers look at it, put asphalt on top and within two weeks the hole/sink
sinkhole reappears. Mr. Williams suggested that Sue file the complaint via The City of
Salisbury’s website – fill out the form and you get an acknowledgement. The
issue is then tracked, and you can comment if the issue is not corrected and/or
add a picture to highlight ongoing issues.
Do we send annual HOA bills via email? No; usually
get complaints that they did not receive the bill.
Mr. Williams expressed his gratitude to Robert and the Board for
getting rid of the geese. It has been a great pleasure walking outside and not
having to watch every step he takes.
There
being no further business, the meeting adjourned at 7:48 p.m.
·
Next Meeting: The next Board of Directors meeting is scheduled
for March
7, 2022.
Minutes submitted by Secretary, Karon
Dennis
“APPROVED” watercolor mark
denotes Meeting Minutes approved 7-March, 2022, as amended
Board of Director’s Meeting Minutes
The Villages
at Sleepy Hollow Homeowner’s Association, Inc.
July 12, 2021
Meeting
Location: Cross Pointe Church of the
Nazarene, 27765 Nanticoke Road, Salisbury, MD
___________________________________________________________
The
meeting was called to order by the President, Robert Holland, at 6:35 p.m.
Directors in
Attendance:
Robert
Holland (President/Acting Treasurer),
Karon Dennis (Secretary), and Cathy Jennings
(Non-Age Restricted). Absent
from the meeting were Sue Revelle (Member
At-Large) and Wendy Bailey (Member
At-Large).
Quorum
present? Yes
Robert Welcomed the Homeowners in Attendance:
·
Amy Clark (Bennett),
William Bennett, Jarvis Cain, C. G. Williams, James Ellis, Bunny Twiford; Allen
Twiford, Rejane Jackson, Debbie Dukes, Tony Santoni, Keith Bounds, Roy Sowers. [12
Members present].
President’s Report:
· Resident Geese/Mallard DNR Update – 6/25/2021: We
entered into an agreement with the Department of Natural Resources (DNR) regarding
Wildlife Damage Management to try to prevent pollution in the ponds which we must
combat with chemicals, and the potential impacts to human health in the
community from the presence of goose nesting contributing to unacceptable
accumulations of feces. Action took
place on June 25th. Geese
will return in a manner of time. If they
accumulate in a large number, the board will consider taking a similar
action. Further, the DNR are looking at
how we can mitigate the extreme number of mallards that we have (approximately
80). DNR advises against feeding. Refer to attached Exhibit (A) –
Sign – YOU CAN HELP WATERFOWL. Upon reviewing their recommendations, the
board will do what they feel is best for the community and move forward.
· Irrigation and Lawn Services: Robert
expressed that the services this year appear to be going well. Occasionally something will fall through,
especially with aging parts in the irrigation system. In a more proactive manner, we have
instructed the irrigation contractor to replace any damaged part(s) they
encounter. Carl Cottingham, owner of the
lawn service company, continues to be responsive when homeowners report issues.
Robert reminded everyone about the procedure to report issues via the HOA
website, stating the importance of having the paper trail of issues. If you do not have a computer, issues should
be reported via the HOA phone at 410-430-9544. For tracking purposes, a service request will
be initiated on the homeowner’s behalf by the HOA representative answering the phone.
· City of Salisbury – Nuisance Trees or Plant Growth: The
City Inspector was around the community and subsequently contacted the HOA
about trees that would be considered violations because they are below the 7
feet above sidewalks or below 14 feet above the roadway. [Reference City Code 8.09.020 – Definition
of nuisance tree or plant growth] Of the trees identified, the HOA was
responsible for trimming one on the roadway on Cross Creek Drive and a couple
of trees over the sidewalk adjacent to Sleepy Hollow Drive. Should a homeowner encounter a tree where they
must duck their head to continue walking, we ask that they report its location
on the website. A member of the
Landscape Committee will look at the tree and take the appropriate action to
get it trimmed.
· Damaged Tree in Common Area on Pemberton Drive: We lost a huge
sycamore tree at the front pond on the frontage road (Pemberton Drive) during a
recent storm. Adams Tree Service was
contracted to remove the tree (cut and grind stump).
· Delmarva Power & Light– Vegetation Management Project: A contractor notified the Board that the
growth needs to be cleared on the side of our community that backs up to the Pemberton
2 Substation (behind the cul-de-sac on Tappan Lane) and the property
where the high line goes through. Robert
reported that he signed a permission slip to have DPL and its contractors to
enter onto the property to cut, trim and/or remove the vegetation. We are
supposed to be notified when the work is scheduled to be done so that we can
inform the homeowner’s surrounding that area of the planned activity. DPL will not access anyone’s yard; work will
strictly be done on the right of way. It is not known at this time when the
work will commence.
Vice
President’s Report:
· Architecture
Review Board (ARB) Requests: Since our last Board of Director’s meeting (May
10th), we have had three (3) ARB requests submitted, reviewed,
and approved.
|
Date Submitted
|
Date Approved
|
Location
|
Description
|
1.
|
05/17/2021
|
05/17/2021
|
6096 Fuller Lane
|
· Landscaping
|
2.
|
05/20/2021
|
05/25/2021
|
6038 Bell Creek
|
· Swing Set Installation
|
3.
|
07/04/2021
|
07/05/2021
|
6095 Tarry Town
|
· Repainting Shutters/Door–No approval required
|
o
Is there a
list of colors for painting shutters and doors? There is no
list of colors. Originally the paint
came from Duron Paint Store, now it is Sherwin-Williams. When it was Duron, you could go in and ask
for Ruark & Martin paints, but now you must take a chip to Sherwin-Williams
to match your color. If you have black shutters and you want to repaint them
black, no ARB approval is required. Should you wish to paint your shutters outside of their original color,
the color needs to be submitted to the ARB Committee for approval before the
project commences.
o
If you are
connected to another townhome (duplex), can you choose your own color? The Board
hopes that both residents in the duplex (or quads) would agree to a color so
the units would remain uniform. If the color is different from the current
spec, a request for a new color should be submitted to the ARB Committee via
email or post office box.
Secretary’s Report:
· Compliance with Title 11B of the Maryland Homeowner’s
Act: On May 23, 2021, we received an acknowledgement from new Board Member,
Cathy Jennings, that she read and understood the terms set forth with the State
of Maryland regarding conducting board meetings.
· May Board of
Director’s (BOD) Minutes: The following changes, in part, were recommended to the May 10, 2021
recorded minutes distributed to homeowners via electronic mail on May 20th
and posted on the website.
(1) Spelling
correction in strikethrough and red under New Business: l Verification of Rear Property
Lines / Concerns
o
Is that
survey for one plot or for the parameter perimeter of the pond? (2)
A correction in wording under
Open
Discussion: Homeowners Concerns/Comments
o
Lawn care
contractor seems to be better, but question getting them to lower the mower
settings – worse thing you can do for clover a lawn.
A
motion was made by Robert to approve the Draft of the May 10, 2021 minutes, as
amended above. Motion was seconded by Cathy
and stands approved.
o
Action Item: Karon to
remove the DRAFT watermark, amend the
sections disclosed above and add a footnote to denote the date approved, as
amended. Approved/amended copies will be
sent to each Board member and posted on the HOA Website.
· Record of Executive Session: Karon
reported to the members present that the Board went into Executive Session on
June 22, 2021, to review the Cooperative Service Agreement from the
Department of Natural Resources (DNR) to cooperate in a wildlife damage
management project for Resident Canada Goose Damage Management. The Board acted
by unanimous written consent to accept the work plan from the DNR (not to
exceed $3,346.64). The minutes were
distributed to the Board of Directors on June 29, 2021. Cathy motioned to approve the Executive
Session minutes; seconded by Robert. The
minutes stand approved as written.
Treasurer’s Report:
· Monthly
Report: The Balance Sheet as of July 11th showed
combined assets in our checking and savings accounts at $310,029.05 (●Bank of Delmarva [checking]
$908.43; ●Money Market Bank of Delmarva [operating account] $96,492.44; ●Reserve
Fund CD at First Shore Federal $134,570.26 and ●Reserve
Fund [checking] at Bank of Delmarva $78,057.92). With an accounts receivable adjustment (-$1,165.60),
the Total Current Assets are $308,863.45.
· Profit and
Loss Budget versus Actual: The year-to-date Profit and Loss Statement (January 1–
July 11, 2021) delivered to the Board reflected Total Income ($139,097.80) and
Total Expenses ($68,832.16), with a Net Income in our working fund at $70,265.64.
· HOA Fee
Delinquency Recap: We have two (2) delinquencies for the
calendar year – one (1) sent to collection agency and one (1) property in foreclosure.
Committee Reports:
·
Welcome Committee: No status report was available at this meeting, however, we surveyed
those new homeowners present to determine if they had been greeted by the
committee. During the Open Discussion period of the meeting, Cathy captured the
names of those new homeowners who had not yet been contacted by the Welcome
Committee.
Unfinished Business:
·
City of
Salisbury – Renewable Electricity Project – 2019: The
streetlights within Sleepy Hollow were transitioned over to LED in conjunction with
a renewable electricity project conducted by The City of Salisbury. The City’s
project started in October 2019 and stopped after completing approximately 75%
of the conversion. They were able to
resume the project after receiving the rest of their grant funding. The remaining lights in the Non-Age
Restricted section of our community have now been converted to LED. The streetlights are City property; the cost
of this conversion was borne by the City at no cost to Sleepy Hollow.
New Business:
· Spraying Invasive Vegetation, as needed, in Ponds: (a)
Robert reported he has been in
contact with multiple contractors to get quotes for weed control in all five
(5) ponds to include spraying all riprap rock (swales) and cutting back grasses
and branches from the drains in all ponds. Two quotes received ranging from $2,800 to $5,200. Search for a reasonable cost bid for “just
cutting weeds” is still ongoing. (b) While inspecting the ponds, it was
discovered that the riprap was sinking in four (4) locations around Tappan,
Bell Creek and Van Tassel. To help
stabilize the shoreline and prevent any further erosion, a motion to have our
contractor repair/add riprap to each location at a cost of $500 per location (not
to exceed $2,000) was made by Karon and seconded by Cathy to carry the
motion. The cost to raise the swale
would be borne by the maintenance of Stormwater Management Systems under our
Reserve Fund.
· Well #2 and #2B near Van Tassel – June: The
two (2) wells on Van Tassel are about 15 and 8-10 years old. The pump on the “younger” well (#2B) had to
be replaced at a cost of $6,200. While
the contractor was working, the older pump (#2) began to malfunction. After an inspection, they performed an acid
wash to clean all the dirt in the filter and screen that is 100 feet
underground; this action corrected the water flow ($2,500). The main reason that underground piping fails
is due to friction from trying to push too much water through or bad glue
joints. Our irrigation contractor has adjusted for a 2 second delay so when the
pump starts it does not get all the pressure at once.
· Social Event – Ice Cream Truck: Robert
reported we are trying to get an ice cream truck for a couple of hours in late
August or early September. Be on the
lookout for an invitation!
Open Discussion: Homeowners
Concerns/Comments
The
floor was opened for general questions and comments.
What was the surveyor outcome in the dispute about a flower bed being on
common area or the homeowner’s yard? The survey showed approximately 90% of the
flower bed was within the homeowner’s property line and 10% was on common area.
The homeowner will maintain the flower beds. There
being no further business, the meeting was adjourned at 7:19 p.m.
·
Next
Meeting: The next Board of Directors
meeting is scheduled for October 11, 2021.
Minutes submitted by Secretary, Karon
Dennis
"APPROVED' watermark denotes Meeting Minutes approved on 11-October 2021
Exhibit (A)
Sign – YOU CAN HELP
WATERFOWL
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